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05 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 Community Facilities District—Maintenance Azusa Public Finance Authority Citywide 93 THIS PAGE INTENTIONALLY LEFT BLANK 94 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. • Oversee implementation of city-wide fee schedule and accompanying cost allocation plan. • Prepare Comprehensive Annual Financial Report (CAFR) in compliance with audit standards. FY 10-11 PROGRAM HIGHLIGHTS: • Provide financial support and absorb accounting duties for Redevelopment Agency projects. • Update post-retirement benefits actuary. • Implement payroll impacts from contracted MOUs. • Monitor inter-governmental budget impacts, especially at the State level. 95 Budget Division: ADMINISTRATIVE SERVICES - FINANCE FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 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)0.65 0.65 $109,095 $109,095 Dept Intern 1,040 1,040 $10,720 $10,720 Controller(b)0.90 0.90 101,260 101,260 Executive Assistant to Admin Srvcs Dir (c)0.80 0.80 50,050 50,050 Senior Accountant(d)1.50 1.50 126,520 126,520 Budget Analyst(e)0.60 0.60 50,200 50,200 Accountant 1.00 1.00 70,715 70,715 Junior Accountant/Payroll Specialist 1.00 1.00 62,560 62,560 Accounts Payable Specialist 1.00 1.00 62,560 62,560 Account Specialist II(f)0.60 0.60 32,015 32,015 (a) .20 FTE RDA Administration, .15 FTE Admin Serv-CFD Maint-Rosedale (b) .10 FTE RDA Administration (c) .20 FTE Information Technology (d) .25 FTE Prop A, .25 FTE Prop C (e) .10 FTE Sr Nutrition, .30 FTE Admin Serv-CFD Maint-Rosedale (f) .40 FTE Business License TOTAL 8.05 8.05 $664,975 $664,975 TOTAL 1,040 1,040 $10,720 $10,720 Full Time Positions Part Time Positions 96 BUDGET UNIT:1045810000 ADMIN SERVICES - FINANCE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL 6003 Salaries/Regular 580,165 623,220 664,975 664,975 - 6006 Salaries/Temp & Part-Time - 4,595 10,720 10,720 - 6012 Salaries/Comp-Time 2,215 3,305 - - - 6015 Salaries/Vacation 33,620 29,250 - - - 6024 Salaries/Sick Leave 21,290 20,105 - - - 6027 Salaries/Bereavement 1,120 1,890 - - - 6033 Overtime Pay/Premium 4,875 3,785 6,000 4,500 (1,500) 6045 Salaries/Education Incentive 1,270 1,295 1,305 1,305 - 6048 Salaries/Language Pay 5,330 5,595 5,640 5,760 120 6063 Salaries/Jury Duty 605 195 - - - 6069 Allowances/Vehicle 4,340 4,340 3,510 3,510 - 6075 Vacation Pay-Off - 5,335 - - - 6078 Sick Leave Pay-Off - 2,460 - - - 6101 PERS/Employee Contribution 45,555 48,185 45,950 47,335 1,385 6105 PERS/Employer Contribution 81,250 82,625 76,710 78,090 1,380 6109 PARS/Employer Contribution 5,385 10,565 10,915 11,255 340 6125 FICA/Employer Contrib/Med 10,705 11,165 11,410 11,720 310 6133 Retiree Health Premium Reimb 1,165 1,210 1,180 1,280 100 6140 Life Insurance Allocation 3,440 2,770 1,850 1,800 (50) 6155 Workers' Comp Allocation 26,040 27,740 26,820 27,450 630 6160 LTD Insurance Allocation 6,725 6,470 5,020 5,175 155 6165 Unemployment Allocation 675 700 785 810 25 6175 Benefits/Flex Plan 109,735 118,990 114,560 122,170 7,610 6180 Deferred Comp/Employer Paid 6,470 7,055 6,480 6,535 55 PERSONNEL SUBTOTAL 951,975 1,022,845 993,830 1,004,390 10,560 97 Cost 1045810000 6220 $1,400 6230 $1,200 6235 $2,695 6315 $55,820 6493 $20,000 6530 $6,000 6850 $5,000 ADMINISTRATIVE SERVICES- FINANCE ACTIVITY DETAIL Account Number Description Training - Intermediate Government Accounting training for two employees, local payroll tax seminar and GFOA local accounting training. Dues/Subscriptions - Membership in the Government Finance Officers Assoc.(GFOA) and the California Society of Municipal Finance Officers (CSMFO). Meeting/Conferences - CSMFO Conference for CFO and Controller, attendance at CSMFO local chapter meetings. 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 - Copy machine lease at Finance-Light and Water location and Neopost mailing machine costs shared equally with business license. Office Supplies - Decreased by $2,500 to more accurately account for supplies such as binders, paper, tabs, toner for check printer, etc. 98 BUDGET UNIT:1045810000 ADMIN SERVICES - FINANCE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS 6215 Tuition Reimbursement - 1,485 1,200 - (1,200) 6220 Training Schools 4,435 1,330 1,200 1,400 200 6230 Dues & Subscriptions 1,370 995 1,500 1,200 (300) 6235 Meetings & Conferences 7,240 6,820 2,400 2,695 295 6240 Mileage Reimbursement 525 380 550 350 (200) 6315 Accounting/Auditing Services 33,290 48,145 55,820 55,820 - 6399 Professional Services/Other 9,915 - 2,000 - (2,000) 6415 Computer Software Support 1,440 250 - - - 6493 Outside Services & Repairs 13,465 26,425 20,000 20,000 - 6503 Books 315 280 250 250 - 6518 Postage 15 15 100 50 (50) 6521 Messenger Service 105 40 150 100 (50) 6530 Office Supplies 8,735 5,635 8,500 6,000 (2,500) 6539 Printing, Binding & Duplicating - 1,145 1,900 1,500 (400) 6554 Supplies/Custodial & Cleaning 25 - - - - 6563 Supplies/Special 725 955 - - - 6564 Supplies/Medical-Dental - - 350 - (350) 6569 Small Equipment 660 - - - - 6572 Office Furniture & Equipment 705 - - - - 6815 Maintenance & Repair - 110 - - 6845 Maintenance/Office Furniture & Equip 100 - - - - 6850 Lease Payments 2,135 3,830 6,600 5,000 (1,600) 6915 Utilities/Telephone 705 590 700 700 - OPERATIONS SUBTOTAL 85,905 98,430 103,220 95,065 (8,155) GENERAL FUND TOTAL: 1,037,880 1,121,275 1,097,050 1,099,455 2,405 99 THIS PAGE INTENTIONALLY LEFT BLANK 100 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 10-11 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. 101 Budget Division: ADMINISTRATIVE SERVICES - PURCHASING FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 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 $66,410 Stores Yard Asst 1,560 1,560 $26,940 $26,940 Account Specialist III 1.00 1.00 61,700 61,700 Store Keeper 1.00 1.00 55,055 56,155 TOTAL 3.00 3.00 $181,605 $184,265 TOTAL 1,560 1,560 $26,940 $26,940 Full Time Positions Part Time Positions 102 BUDGET UNIT:1045830000 ADMIN SERVICES - PURCHASING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL 6003 Salaries/Regular 140,305 152,265 181,605 184,265 2,660 6006 Salaries/Temp & Part Time 29,180 32,290 26,940 26,940 - 6012 Salaries/Comp-Time 2,645 50 - - - 6015 Salaries/Vacation 15,010 16,835 - - - 6024 Salaries/Sick Leave 8,125 5,710 - - - 6027 Salaries/Bereavement 815 850 - - - 6033 Overtime Pay/Premium 590 770 500 1,000 500 6063 Salaries/Jury Duty 3,590 270 - - - 6075 Vacation Pay-Off - 1,750 - - - 6101 PERS/Employee Contribution 14,200 14,990 14,715 14,900 185 6105 PERS/Employer Contribution 25,315 25,690 24,550 24,565 15 6109 PARS/Employer Contribution 2,495 2,625 3,295 2,770 (525) 6125 FICA/Employer Contrib/Med 2,495 2,510 2,730 2,675 (55) 6133 Retiree Health Premium Reimb 1,095 1,230 1,190 1,300 110 6140 Life Insurance Allocation 640 575 515 490 (25) 6155 Workers' Comp Allocation 8,065 8,520 8,525 8,450 (75) 6160 LTD Insurance Allocation 1,735 1,530 1,415 1,435 20 6165 Unemployment Allocation 225 230 255 260 5 6175 Benefits/Flex Plan 41,110 43,960 49,215 50,080 865 6180 Deferred Comp/Employer Paid 540 540 540 540 - 6199 Benefits/Other - - 4,000 - (4,000) PERSONNEL SUBTOTAL 298,175 313,190 319,990 319,670 (320) 103 Cost 1045830000 6230 $250 6235 $1,000 6493 $600 6551 $2,400 6569 $500 ADMINISTRATIVE SERVICES - PURCHASING ACTIVITY DETAIL Account Number Description 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 104 BUDGET UNIT:1045830000 ADMIN SERVICES - PURCHASING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS 6201 Uniforms & Laundry 880 755 1,200 1,600 400 6220 Training Schools 320 70 500 500 - 6230 Dues & Subscriptions 810 170 350 250 (100) 6235 Meetings & Conferences - 150 1,000 1,000 - 6240 Mileage Reimbursement - - 100 100 - 6493 Outside Services & Repairs 1,990 - 1,000 600 (400) 6521 Messenger Service 25 15 - - - 6530 Office Supplies 785 980 1,500 1,250 (250) 6536 Supplies/Reprographics 430 155 500 250 (250) 6539 Printing, Binding & Duplicating 130 195 300 150 (150) 6551 Fuel and Oil 1,740 1,520 2,400 2,400 - 6554 Supplies/Custodial & Cleaning 265 - 500 400 (100) 6563 Supplies/Special 1,160 1,045 1,000 1,000 - 6569 Small Equipment 460 - 500 500 - 6572 Office Furniture & Equipment - 675 1,000 500 (500) 6825 Maint & Repair / Vehicle 10 795 1,500 1,000 (500) 6835 Maint & Repair/Equipment 4,595 - 2,000 2,000 - 6845 Maint/Office Furniture & Equip 495 - 250 - (250) 6915 Utilities/Telephone 1,185 1,655 1,000 1,500 500 OPERATIONS SUBTOTAL 15,280 8,180 16,600 15,000 (1,600) GENERAL FUND TOTAL: 313,455 321,370 336,590 334,670 (1,920) 105 Cost 1045950000 6530 $150 6536 $9,000 6539 $3,000 6835 $1,000Maintenance & 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 106 BUDGET UNIT: 1045950000 ADMIN SERVICES - PRINTING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS 6530 Office Supplies - - 100 150 50 6536 Supplies/Reprographics 9,475 6,225 8,000 9,000 1,000 6539 Printing, Binding & Duplicating 735 - 3,080 3,000 (80) 6563 Supplies/Special - 3,160 - - - 6835 Maint & Repair/Equipment 3,100 - 4,000 1,000 (3,000) OPERATIONS SUBTOTAL 13,310 9,385 15,180 13,150 (2,030) GENERAL FUND TOTAL: 13,310 9,385 15,180 13,150 (2,030) 107 THIS PAGE INTENTIONALLY LEFT BLANK 108 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 4,800 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 annually approximately $3.8 Million 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: • Continue work on a comprehensive update of the business license ordinance. • Coordinate with IT and HDL to resolve remaining issues with the HDL code enforcement software. FY 10-11 PROGRAM HIGHLIGHTS: • Business License Division staff will be working in the field to discover unlicensed activity by out-of-town businesses. 109 Budget Division: ADMINISTRATIVE SERVICES - BUSINESS LICENSE FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 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 $74,515 $75,415 Field Enf. Officer 1,664 1,664 $40,640 $42,675 Account Specialist III(a)0.50 0.50 29,595 29,595 Account Specialist II(b)0.40 0.40 20,705 21,345 Account Specialist I(a)0.50 0.50 22,775 22,775 (a) Jobshare positions (b) .60 FTE Finance TOTAL 2.40 2.40 $147,590 $149,130 TOTAL 1,664 1,664 $40,640 $42,675 Full Time Positions Part Time Positions 110 BUDGET UNIT:1045630000 ADMIN SERVICES - BUSINESS LICENSE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL 6003 Salaries/Regular 109,240 118,005 147,590 149,130 1,540 6006 Salaries/Temp & Part Time - - 40,640 42,675 2,035 6012 Salaries/Comp-Time - 505 - - - 6015 Salaries/Vacation 7,330 7,850 - - - 6024 Salaries/Sick Leave 1,990 1,550 - - - 6033 Overtime Pay/Premium 560 155 - - - 6048 Salaries/Language Pay 605 605 600 600 - 6101 PERS/Employee Contribution 8,415 9,065 11,995 13,610 1,615 6105 PERS/Employer Contribution 14,995 15,535 19,985 22,420 2,435 6125 FICA/Employer Contrib/Med 1,965 2,075 2,950 3,315 365 6133 Retiree Health Premium Reimb 1,080 1,210 1,180 1,280 100 6140 Life Insurance Allocation 445 410 420 395 (25) 6155 Workers' Comp Allocation 4,780 5,145 6,775 7,695 920 6160 LTD Insurance Allocation 1,230 1,120 1,150 1,160 10 6165 Unemployment Allocation 125 120 200 230 30 6175 Benefits/Flex Plan 25,340 26,545 34,245 36,130 1,885 6180 Deferred Comp/Employer Paid 1,080 1,060 1,295 1,295 - PERSONNEL SUBTOTAL 179,180 190,955 269,025 279,935 10,910 111 Cost 1035630000 6230 $150 6235 $750 6315 $6,500 6493 $1,500 6518 $100 6521 $250 6530 Office Supplies - Toner cartridges, envelopes and misc stationery $2,000 6539 Printing, Binding & Duplicating - Business license forms and shared cost of citation books $1,200 6551 Fuel & Oil - Operating expenses for city vehicle; previously funded with Community Development funds $1,500 6563 Supplies/Special - Misc expenses $250 6825 Maintenance Repair/Vehicles - Maintenance and repair of city vehicle $850 6850 Lease Payments - Lease payments for Bizhub and Neopost machines $4,000 6915 $900 7009 $8,000 7080 $1,500Refund - Audit refunds 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 Utilities/Telephone - Utilities and telephone costs 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 Bank Charges - Online payment costs 112 BUDGET UNIT:1045630000 ADMIN SERVICES - BUSINESS LICENSE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS 6220 Training Schools 165 120 - - - 6230 Dues & Subscriptions 795 250 150 150 - 6235 Meetings & Conferences 680 1,265 750 750 - 6315 Accounting/Auditing Services - 6,000 7,500 6,500 (1,000) 6415 Computer Software Support 4,470 - 1,000 - (1,000) 6493 Outside Services & Repairs 2,555 1,845 1,500 1,500 - 6518 Postage - - 200 100 (100) 6521 Messenger Service 315 440 500 250 (250) 6527 Supplies/Comp/Small Equipment - - 930 - (930) 6530 Office Supplies 2,900 1,725 2,000 2,000 - 6539 Printing, Binding & Duplicating 95 1,180 1,000 1,200 200 6551 Fuel and Oil - 215 1,150 1,500 350 6563 Supplies/Special - 380 250 250 - 6572 Office Furniture & Equipment 15 - 200 - (200) 6605 Filing Costs - 305 50 50 - 6815 Maintenance & Repair/Building - 110 100 100 - 6825 Maint & Repair / Vehicle 115 130 850 850 - 6835 Maint & Repair/Equipment 30 - - - - 6850 Lease Payments 2,140 3,830 4,120 4,000 (120) 6915 Utilities/Telephone 320 345 1,200 900 (300) 7009 Bank Service Charge - 2,990 8,400 8,000 (400) 7080 Refund - 3,765 2,500 1,500 (1,000) OPERATIONS SUBTOTAL 14,595 24,895 34,350 29,600 (4,750) GENERAL FUND TOTAL: 193,775 215,850 303,375 309,535 6,160 113 THIS PAGE INTENTIONALLY LEFT BLANK 114 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, Executive and Supervisory development). • Streamline & modernize personnel processes to reduce expenses and improve efficiency. • Negotiate and implement five MOU’s. • Implement changes to compensation matrix. FY 10-11 PROGRAM HIGHLIGHTS: • Improve employee benefits tracking system. • 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 City administration and bargaining groups to ensure effective, efficient and fiscally responsible agreements. 115 Budget Division: ADMINISTRATIVE SERVICES - HUMAN RESOURCES (PERSONNEL) FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 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 58,675 58,675 TOTAL 2.00 2.00 $168,375 $168,375 TOTAL 0 0 $0 $0 Full Time Positions Part Time Positions 116 BUDGET UNIT:1050921000 ADM SRVCS - HUMAN RESOURCES PERS SRV DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL 6003 Salaries/Regular 171,182 52,225 168,375 168,375 - 6015 Salaries/Vacation 2,087 1,810 - - - 6024 Salaries/Sick Leave 3,154 890 - - - 6027 Salaries/Bereavement 505 270 - - - 6033 Overtime Pay/Premium 1,042 215 2,500 300 (2,200) 6063 Salaries/Jury Duty - 1,630 - - - 6069 Allowances/Vehicle 623 - 5,400 5,400 - 6101 PERS/Employee Contribution 4,611 4,000 11,845 11,845 - 6105 PERS/Employer Contribution 8,217 6,860 19,785 19,550 (235) 6109 PARS/Employer Contribution - - 4,390 4,390 - 6125 FICA/Employer Contrib/Med 1,211 905 2,995 2,980 (15) 6133 Retiree Health Premium Reimb 2,674 2,430 2,375 2,570 195 6140 Life Insurance Allocation 267 195 490 460 (30) 6155 Workers' Comp Allocation 2,647 2,280 7,015 6,950 (65) 6160 LTD Insurance Allocation 694 545 1,310 1,310 - 6165 Unemployment Allocation 76 55 210 205 (5) 6175 Benefits/Flex Plan 14,941 13,555 30,270 31,610 1,340 6180 Deferred Comp/Employer Paid 900 540 2,700 2,700 - PERSONNEL SUBTOTAL 214,829 88,405 259,660 258,645 (1,015) 117 Cost 1050921000 6220 $5,000 6230 $4,300 6235 $3,800 6301 $5,000 6350 $7,000 6399 $5,350 6563 $950 6601 $9,000 6850 $3,600 Training Programs - Liebert Cassidy workshops; SCPLRC training; Cal Poly Executive Leadership Training; misc. programs Dues/Subscriptions - CALPELRA Membership; Business & Legal OSHA Compliance; Lexis Nexis Meeting/Conferences - CALPELRA Conference, CalPERS Annual Conference Legal Fees - BBK (over and above retainer) & Liebert Cassidy legal Medical Service - Pre-placement physicals; fitness for duty, random drug tests, DOT DL renewal, Hepatitis B vaccines Professional Service - Cooperative Personnel (tests), Michael O'Day & Associates, Rio Hondo College, Donahoe & Associates Advertising Expense - Los Angeles Times; San Gabriel Valley Tribune; Brown & Caldwell; Western City; Jobs Available; L & W trade Magazines Lease 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, paper goods, and door prizes 118 BUDGET UNIT:1050921000 ADM SRVCS - HUMAN RESOURCES PERS SRV DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS 6220 Training Schools 702 7,055 11,250 5,000 (6,250) 6230 Dues & Subscriptions 580 1,355 1,500 4,300 2,800 6235 Meetings & Conferences 250 1,255 1,050 3,800 2,750 6240 Mileage Reimbursement 165 130 500 300 (200) 6301 Legal Fees - 135 7,000 5,000 (2,000) 6350 Medical Services 7,240 5,285 8,000 7,000 (1,000) 6399 Professional Services/Other 45,552 112,165 7,430 5,350 (2,080) 6405 Commission Meetings Expense 2,375 1,950 3,000 3,000 - 6480 Insurance Claims Administration - 225 - - - 6493 Outside Services & Repairs 206 865 300 300 - 6509 Publications/Other 39 80 200 - (200) 6515 Films & Video Recordings 40 - 30 - (30) 6518 Postage 230 300 500 300 (200) 6527 Supplies/Computer/Small Equip - - 100 - (100) 6530 Office Supplies 3,777 1,450 2,500 2,000 (500) 6539 Printing, Binding & Duplicating - 190 400 - (400) 6540 Digitized Records 128 - - - - 6545 Fingerprinting 3,860 3,655 5,000 3,000 (2,000) 6563 Supplies/Special - - 800 950 150 6572 Office Furniture & Equipment 3,236 8,570 1,000 - (1,000) 6599 Materials & Supplies - 85 - - - 6601 Advertising Expense 16,943 5,905 16,000 9,000 (7,000) 6635 Oral Board Costs 1,368 1,160 2,000 1,500 (500) 6736 Employee Assistant Program 7,227 6,930 7,000 7,000 - 6835 Maint & Repair/Equipment - - 150 150 - 6850 Lease Payments 3,145 3,615 3,800 3,600 (200) 6915 Utilities/Telephone 793 230 240 240 - OPERATIONS SUBTOTAL 97,856 162,590 79,750 61,790 (17,960) GENERAL FUND TOTAL: 312,685 250,995 339,410 320,435 (18,975) 119 THIS PAGE INTENTIONALLY LEFT BLANK 120 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 and safety training, including compliance with OSHA guidelines and employee wellness programs. Risk Management also provides support in other Human Resource functions including negotiations of MOU’s, 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. • Develop cost analysis of litigated liability claims. • Establish tracking comparison of legal costs, expenses and settlements for liability claims data base. • Ensure annual competitive pricing for all Insurance including Liability, Workers Compensation, Property, and Special Events. FY 10-11 PROGRAM HIGHLIGHTS: • Work with City Departments and Third Party Administrators (ICA, Carl Warren and ICRMA) to ensure effective, efficient and fiscally responsible management of workers compensation and liability claims. • Expand safety training programs in areas to include, but not limited to, CPR, Driver Training, Dealing With Attempted Robbery, etc. • Provide staff support and representation for the City’s membership in ICRMA, and CalTIP. • Implement and Utilize workers compensation VOS claims tracking system. • Improved liability and special event insurance program procuring systems and coverage. 121 Budget Division: ADMINISTRATIVE SERVICES - RISK MANAGEMENT FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Hours Hours Wages Wages Senior HR/Risk Management Analyst 1.00 1.00 $76,095 $76,095 Human Resources Technician 1.00 1.00 58,675 58,675 TOTAL 2.00 2.00 $134,770 $134,770 TOTAL 0 0 $0 $0 Full Time Positions Part Time Positions 122 BUDGET UNIT:4250923000 ADMIN SERVICES - HUMAN RESOURCES RISK MGT DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL 6003 Salaries/Regular 93,225 120,380 134,770 134,770 - 6012 Salaries/Comp-Time 795 500 - - - 6015 Salaries/Vacation 4,550 3,605 - - - 6024 Salaries/Sick Leave 11,030 5,040 - - - 6027 Salaries/Bereavement - 730 - - - 6033 Overtime Pay/Premium 2,590 1,560 - - - 6048 Salaries/Language Pay 120 120 120 - (120) 6063 Salaries/Jury Duty 30 - - - - 6091 Leave Liability Adjustments (1,060) 2,900 - - - 6101 PERS/Employee Contribution 7,850 9,150 9,920 9,490 (430) 6105 PERS/Employer Contribution 13,960 15,685 16,540 15,660 (880) 6109 PARS/Employer Contribution - 30 4,830 4,880 50 6125 FICA/Employer Contrib/Med 1,980 2,190 2,470 2,390 (80) 6140 Life Insurance Allocation 415 400 400 355 (45) 6155 Workers' Comp Allocation 4,525 5,240 5,620 5,390 (230) 6160 LTD Insurance Allocation 1,150 1,120 1,090 1,050 (40) 6165 Unemployment Allocation 130 145 170 165 (5) 6175 Benefits/Flex Plan 25,440 28,480 29,965 30,110 145 6180 Deferred Comp/Employer Paid 1,090 1,135 2,395 2,340 (55) PERSONNEL SUBTOTAL 167,820 198,410 208,290 206,600 (1,690) 123 Cost 4250923000 6220 $800 6230 $500 6235 $1,300 6480 $31,100 6563 $1,800 6710 $305,000 6715 $584,000 6720 $252,000 6740 $300,000 6745 $600,000 6755 $31,500 Insurance Claims Administration - Third Party Administration fees for workers' compensation (Independent Cities Association-ICA), Liability (Carl Warren) and Unemployment (TALX) Insurance /General Liability Premiums - ICRMA (Liability and Storage Tanks), California Transit Insurance Pool (CalTIP) (transportation vehicles), 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) and CALTIP (transportation vehicles) Insurance /Workers Compensation Premiums - ICRMA Claims Expense/Liability - Funds utilized in the litigation/management (Carl Warren and Best, Best & Krieger-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.) Claims 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/Occupational Safety and Health Administration (OSHA), workers compensation, risk management, employment liability and changes in current laws/regulations. Dues/Subscriptions - Membership fees for various Human Resource organizations including Society of Human Resource Management (SHRM); Subscription costs for Risk Management including publications, i.e. Quinlan Publishing. Meeting/Conferences - Human Resource/Risk Management meeting and conference expenses including Independent Cities Risk Management Authority (ICRMA), SHRM and Safety Committee 124 BUDGET UNIT:4250923000 ADMIN SERVICES - HUMAN RESOURCES RISK MGT DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS 6220 Training Schools - 35 1,000 800 (200) 6225 Training Materials 600 - - - - 6230 Dues & Subscriptions 160 310 1,000 500 (500) 6235 Meetings & Conferences - 105 1,800 1,300 (500) 6480 Ins Claims Administration 26,155 26,265 28,400 31,100 2,700 6493 Outside Services and Repairs 2,895 - 1,000 - (1,000) 6509 Publications/Other 140 - 400 - (400) 6521 Messenger Service - - 200 200 - 6539 Printing, Binding & Duplicating 240 750 400 - (400) 6563 Supplies/Special 680 - 1,400 1,800 400 6701 Fidelity Bonds 1,045 6,100 5,200 8,100 2,900 6710 Ins/General Liability Premiums 270,990 291,335 290,830 305,000 14,170 6715 Ins/Fire & Casualty Premiums 492,825 437,010 463,650 584,000 120,350 6720 Ins/Workers Comp Premiums 177,690 216,905 218,820 252,000 33,180 6740 Claims Expense/Liability (58,520) 603,370 70,250 150,000 79,750 6740 Claims Expense/Liability - RDA Liability - - 29,750 50,000 20,250 6740 Claims Expense/Liability - Utility Liability 12,300 42,230 50,000 100,000 50,000 6745 Claims Expense/Workers Comp 1,321,360 815,990 600,000 600,000 - 6755 Claims Expense/Unemployment 5,940 28,135 27,500 31,500 4,000 7055 Uncollectable Accounts - 2,835 - - - 7080 Refund - 150 - - - OPERATIONS SUBTOTAL 2,254,500 2,471,525 1,791,600 2,116,300 324,700 RISK MGMT. FUND TOTAL 2,422,320 2,669,935 1,999,890 2,322,900 323,010 125 THIS PAGE INTENTIONALLY LEFT BLANK 126 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 10-11 PROGRAM HIGHLIGHTS: • Increase 24/7 WEB resources. • Manage bandwidth issues and increase network speed. 127 Budget Division: ADMINISTRATIVE SERVICES - INFORMATION TECHNOLOGY FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 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 2.00 203,650 204,850 Senior Information Technology Analyst 3.00 3.00 255,795 255,795 Information Technology Analyst 3.00 3.00 204,670 207,615 Executive Assistant to Admin Srvcs Dir (a)0.20 0.20 12,515 12,515 (a) .80 FTE Administrative Services-Finance TOTAL 9.20 9.20 $799,130 $803,275 TOTAL 780 780 $8,040 $8,040 Full Time Positions Part Time Positions 128 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL CITY COMPUTER SERVICES 6003 Salaries/Regular 264,290 294,800 285,915 286,740 825 6006 Salaries/Temp & Part-Time - - 5,895 5,895 - 6012 Salaries/Comp-Time 210 1,445 - - - 6015 Salaries/Vacation 15,690 16,270 - - - 6024 Salaries/Sick Leave 9,390 11,885 - - - 6027 Salaries/Bereavement - 1,930 - - - 6033 Overtime Pay/Premium 2,470 3,235 - - - 6039 Standby Pay/Premium 885 755 8,000 8,000 - 6048 Salaries/Language Pay 2,405 2,410 2,100 2,100 - 6063 Salaries/Jury Duty 1,145 115 - - - 6069 Allowance/Vehicle - 1,490 2,700 2,700 - 6091 Leave Liability Adjustments 7,910 4,645 - - - 6101 PERS/Employee Contribution 20,615 23,030 20,395 20,450 55 6105 PERS/Employer Contribution 36,765 39,490 33,980 33,675 (305) 6109 PARS/Employer Contribution 355 2,330 4,305 4,305 - 6125 FICA/Employer Contrib/Med 3,890 4,425 4,140 4,050 (90) 6140 Life Insurance Allocation 1,325 1,160 815 780 (35) 6155 Workers' Comp Allocation 11,815 13,225 12,080 11,895 (185) 6160 LTD Insurance Allocation 3,035 2,940 2,225 2,230 5 6165 Unemployment Allocation 315 355 355 350 (5) 6175 Benefits/Flex Plan 50,500 53,985 47,950 50,430 2,480 6180 Deferred Comp/Employer Paid 2,620 3,100 2,905 2,905 - SUBTOTAL 435,630 483,020 433,760 436,505 2,745 129 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE POLICE INFORMATION SYSTEMS 6003 Salaries/Regular 172,655 182,600 247,425 249,690 2,265 6006 Salaries/Temp & Part-Time 6,030 - 2,145 2,145 - 6012 Salaries/Comp-Time 6,030 2,265 - - - 6015 Salaries/Vacation 6,795 7,680 - - - 6024 Salaries/Sick Leave 3,445 2,195 - - - 6027 Salaries/Bereavement 1,205 275 - - - 6033 Overtime Pay/Premium 565 325 - - - 6039 Standby Pay/Premium 8,455 9,895 13,000 13,000 - 6048 Salaries/Language Pay 2,655 2,650 2,940 2,940 - 6063 Salaries/Jury Duty 120 360 - - - 6066 Allowances/Uniform 1,520 1,520 1,520 1,600 80 6069 Allowances/Vehicle - 215 1,350 1,350 - 6091 Leave Liability Adjustments 5,535 2,785 - - - 6101 PERS/Employee Contribution 13,665 14,025 17,900 18,055 155 6105 PERS/Employer Contribution 24,375 24,050 29,785 29,695 (90) 6109 PARS/Employer Contribution 1,560 6,185 7,180 7,240 60 6125 FICA/Employer Contrib/Med 3,430 3,645 4,255 4,125 (130) 6140 Life Insurance Allocation 750 650 715 680 (35) 6155 Workers' Comp Allocation 7,955 8,260 10,500 10,245 (255) 6160 LTD Insurance Allocation 1,980 1,725 1,925 1,945 20 6165 Unemployment Allocation 205 235 310 300 (10) 6175 Benefits/Flex Plan 29,730 31,505 41,810 44,035 2,225 6180 Deferred Comp/Employer Paid 1,890 2,660 3,105 3,105 - SUBTOTAL 300,550 305,705 385,865 390,150 4,285 130 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE LW INFORMATION SYSTEMS 6003 Salaries/Regular 221,385 225,705 265,790 266,845 1,055 6012 Salaries/Comp-Time 1,290 1,225 - - - 6015 Salaries/Vacation 13,010 18,065 - - - 6024 Salaries/Sick Leave 7,025 8,200 - - - 6027 Salaries/Bereavement - 720 - - - 6033 Overtime Pay/Premium 685 1,080 - - - 6039 Standby Pay/Premium 240 340 3,000 3,000 - 6048 Salaries/Language Pay 1,205 1,205 1,200 1,200 - 6063 Salaries/Jury Duty 325 300 - - - 6066 Allowances/Uniform - - - 800 800 6069 Allowances/Vehicle - 425 1,350 1,350 - 6091 Leave Liability Adjustments 6,325 2,785 - - - 6101 PERS/Employee Contribution 17,170 17,925 18,950 19,020 70 6105 PERS/Employer Contribution 30,625 30,735 31,580 31,330 (250) 6109 PARS/Employer Contribution 925 3,840 6,775 6,790 15 6125 FICA/Employer Contrib/Med 4,190 4,475 4,575 4,580 5 6140 Life Insurance Allocation 975 845 760 720 (40) 6155 Workers' Comp Allocation 9,795 10,280 10,815 10,775 (40) 6160 LTD Insurance Allocation 2,525 2,250 2,070 2,075 5 6165 Unemployment Allocation 260 280 315 315 - 6175 Benefits/Flex Plan 38,490 41,010 43,240 45,540 2,300 6180 Deferred Comp/Employer Paid 2,080 2,600 3,095 3,095 - SUBTOTAL 358,525 374,290 393,515 397,435 3,920 PERSONNEL SUBTOTAL 1,094,705 1,163,015 1,213,140 1,224,090 10,950 131 Cost 4849930000 6220 $11,000 6235 $1,500 6415 $156,770 6493 $10,800 6499 Contract Services - Matrix Consulting, Bi-Tech, SAS Access Control, Novell, HDL $19,500 6504 $35,825 6846 $24,450 Cost 4849940000 6835 $68,200 6915 Utilities-Telephone - City phone expense, Verizon T1, Cingular Wireless, PDA Communications $164,560 Cost 4849941000 6220 $2,000 6415 $71,800 6493 $10,000 6504 $30,475 6846 $11,150 Police Information Systems Computer Software Services - CAD/RMS Support, Motorola MDC Support, Crimeview, Capture Outside Services & Repairs - JD Briggs, PKORP & Associates Computer Software Licensing - GroupWise, I-Fit, Novell, Microsoft SQL, MS Office I-Fit, Go to my PC Computer Hardware Maintenance - Carltock Cabling, CDCE, MDC Laptop repair, Laser Printer Services, Cisco Routers City Description Training Schools - Microsoft TechMentor ADMINISTRATIVE SERVICES - INFORMATION TECHNOLOGY ACTIVITY DETAIL Account Number Description Account Number Account Number Communications Services Description Maintenance & Repair/Equipment - Avaya support, Spenser Communications, Music on Hold Computer Hardware Maintenance - Laser printer services, Premio, Watchguard, Hewlett Packard, Cisco Training Schools - Novell Brainshare, Microsoft TechMentor, ESRI, SNUG Meetings/Conferences - Governor's Conference, Liebert Cassidy sessions, Women Leading Government Computer Software Services - SunGard Bi-Tech,SIRSI, ESRI, HDL, Civicplus, Granicus, Motorola, 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, SIRSI 132 Cost 4849942000 6220 $2,000 6235 $4,000 6415 $17,600 6493 $5,800 6504 $25,050 6570 $18,000 6846 $10,000 Computer Hardware Peripherals - GovConnection, Premio, CDW-G Account Number Description Light and Water Information Systems Training Schools - Microsoft Training Computer 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 133 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS CITY COMPUTER SERVICES 6220 Training Schools 9,540 5,285 11,000 11,000 - 6230 Dues & Subscriptions 1,365 250 1,185 1,145 (40) 6235 Meetings & Conferences 1,080 145 1,500 1,500 - 6240 Mileage Reimbursement 280 80 400 200 (200) 6415 Computer Software Support 92,420 117,560 172,280 156,770 (15,510) 6493 Outside Services & Repairs 2,705 2,730 10,800 10,800 - 6499 Contract Services & Fees/Other 8,895 1,250 19,500 19,500 - 6504 Computer Software/Licensing 55,780 15,355 35,825 35,825 - 6521 Messenger Service 90 - - - - 6527 Supplies/Computer/Small Equip 3,835 6,740 3,000 3,000 - 6530 Office Supplies 330 65 490 490 - 6563 Supplies/Special 2,525 1,220 1,500 1,500 - 6569 Small Equipment 1,345 1,265 5,475 3,300 (2,175) 6827 Garage Allocation 650 - - - - 6835 Maint & Repair/Equipment 1,795 - - - - 6846 Computer Hardware Maint/Repair 4,860 19,960 26,450 24,450 (2,000) SUBTOTAL 187,495 171,905 289,405 269,480 (19,925) COMMUNICATION SERVICES 6569 Small Equipment 1,205 835 - - - 6835 Maint & Repair/Equipment 51,795 66,485 75,100 68,200 (6,900) 6915 Utilities/Telephone 169,030 169,515 164,400 164,560 160 SUBTOTAL 222,030 236,835 239,500 232,760 (6,740) COMMUNICATION SERVICES - TECHNOLOGY FUND 6915 Utilities/Telephone - 6,820 5,500 7,500 2,000 SUBTOTAL - 6,820 5,500 7,500 2,000 134 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE POLICE INFORMATION SYSTEMS 6215 Tuition Reimbursement 240 - - - - 6220 Training Schools - 415 2,000 2,000 - 6230 Dues & Subscriptions 40 - 80 80 - 6240 Mileage Reimbursement - - 200 200 - 6415 Computer Software Support 63,125 61,090 80,800 71,800 (9,000) 6493 Outside Services & Repairs 2,050 5,970 10,000 10,000 - 6499 Contract Services & Fees/Other - - 2,500 2,500 - 6504 Computer Software/Licensing 24,575 14,405 30,475 30,475 - 6521 Messenger Service - - 100 - (100) 6527 Supplies/Computer/Small Equip 6,105 7,125 7,000 7,000 - 6530 Office Supplies 245 175 450 450 - 6539 Printing, Binding & Duplicating 25 - - - - 6563 Supplies/Special 30 295 250 250 - 6569 Small Equipment 815 1,990 1,500 1,500 - 6570 Computer Peripherals/Misc 17,830 17,300 10,000 15,000 5,000 6835 Maint & Repair/Equipment - - 11,000 11,000 - 6846 Computer Hardware Maint/Repair 4,860 15,920 12,000 11,150 (850) SUBTOTAL 119,940 124,685 168,355 163,405 (4,950) LW INFORMATION SYSTEMS 6220 Training Schools 3,120 4,750 2,000 2,000 - 6230 Dues & Subscriptions 495 - 500 500 - 6235 Meetings & Conferences 1,155 - 4,000 4,000 - 6240 Mileage Reimbursement - - 200 200 - 6415 Computer Software Support 19,145 17,655 17,600 17,600 - 6493 Outside Services & Repairs 4,305 5,530 5,800 5,800 - 6499 Contract Services & Fees/Other - 2,835 8,000 8,000 - 6504 Computer Software/Licensing 38,165 15,085 25,050 25,050 - 6521 Messenger Service - 70 100 100 - 6527 Supplies/Computer/Small Equip 8,200 7,070 8,700 8,700 - 6530 Office Supplies - 5 200 200 - 6563 Supplies/Special - 200 500 500 - 6569 Small Equipment 3,140 1,525 3,000 3,000 - 135 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE 6570 Computer Peripherals/Misc - 14,750 18,000 18,000 - 6846 Computer Hardware Maint/Repair 20,810 14,140 10,000 10,000 - SUBTOTAL 98,535 83,615 103,650 103,650 - LW TECHNOLOGY FUND - 6527 Supplies/Computer/Small Equip - 1,135 3,000 3,000 - 6569 Small Equipment - 35 15,000 15,000 - SUBTOTAL - 1,170 18,000 18,000 16,830 OPERATIONS SUBTOTAL 628,000 625,030 824,410 794,795 (12,785) INFORMATION TECH FUND TOTAL: 1,722,705 1,788,045 2,037,550 2,018,885 (18,665) Funding: ALLOCATION FROM L&W FUND (457,060) (459,075) (515,165) (519,085) 3,920 ALLOCATION FROM GENERAL FUND (1,265,645) (1,328,970) (1,522,385) (1,499,800) (22,585) Total Funding (1,722,705) (1,788,045) (2,037,550) (2,018,885) (18,665) 136 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 137 Cost 6315 $4,100 6320 $10,000 6345 $23,500 6399 $8,500 6423 $35,000 7001 $4,022,820 7005 $385,000 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 Mountain Cove CFD, transferred to General Fund ; Rosedale in CFD Maintenance Principal Payment - Principle payments on the two CFD Bond issues 6370000000 / 65000000xx Interest Expense - Interest payments on the two CFD Bond issues 138 BUDGET UNIT:VARIOUS ADMIN SERVICES - CFD DEBT SERVICE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS ROSEDALE CFD 6315 Accounting/Auditing Service - - 2,000 2,000 - 6320 Fiscal Agent Fees - - 8,000 8,000 - 6345 Program Consultants - 2,250 20,000 20,000 - 6399 Professional Services/Other - 1,750 4,500 4,500 - 6423 Administrative Allocation 35,000 - 35,000 - (35,000) 7001 Interest Expense 3,522,495 3,514,930 3,522,495 3,511,825 (10,670) 7005 Principal Payment - 105,000 165,000 305,000 140,000 SUBTOTAL 3,557,495 3,623,930 3,756,995 3,851,325 94,330 MOUNTAIN COVE CFD 6315 Accounting/Auditing Services 5,835 - 2,100 2,100 - 6320 Fiscal Agent Fees - - 2,000 2,000 - 6345 Program Consultants - 1,650 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 - 7001 Interest Expense 518,620 - 514,265 510,995 (3,270) 7005 Principal Payment 40,000 - 65,000 80,000 15,000 7009 Bank Service Charge 2,000 - 2,000 2,000 - SUBTOTAL 604,730 36,650 627,865 639,595 11,730 CFD DEBT SERVICE TOTAL: 4,162,225 3,660,580 4,384,860 4,490,920 106,060 139 Budget Division: ADMINISTRATIVE SERVICES - CFD MAINTENANCE FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 FY 09-10 FY 10-11 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)0.15 0.15 $25,175 $25,175 Parks Maint Wrkr I 562 520 $9,800 $9,070 Budget Analyst(b)0.30 0.30 25,100 25,100 (a) .20 FTE RDA Administration, .65 FTE Admin Serv-Finance (b) .10 FTE Sr Nutrition, .60 FTE Admin Serv-Finance TOTAL 0.45 0.45 $50,275 $50,275 TOTAL 562 520 $9,800 $9,070 Full Time Positions Part Time Positions 140 BUDGET UNIT:VARIOUS ADMIN SERVICES - CFD MAINT-ROSEDALE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL ROSEDALE CFD - ADMINISTRATION 6003 Salaries/Regular 68,825 19,035 50,275 50,275 - 6045 Salaries/Education Incentive 1,460 400 - - - 6063 Salaries/Jury Duty 340 - - - - 6069 Allowance/Vehicle - - 810 810 - 6101 PERS/Employee Contribution 5,105 1,630 3,375 3,576 201 6105 PERS/Employer Contribution 9,100 2,785 5,610 5,879 269 6109 PARS/Employer Contribution 1,025 295 930 1,007 77 6125 FICA/Employer Contrib/Med 1,175 455 795 845 50 6140 Life Insurance Allocation 270 85 140 135 (5) 6155 Workers' Comp Allocation 2,900 925 1,930 2,045 115 6160 LTD Insurance Allocation 755 235 370 391 21 6165 Unemployment Allocation 75 30 55 60 5 6175 Benefits/Flex Plan 12,070 5,425 6,680 7,000 320 6180 Deferred Comp/Employer Paid 990 395 485 485 - SUBTOTAL 104,090 31,695 71,455 72,510 1,055 ROSEDALE CFD - PARKS MAINTENANCE 6006 Salaries/Temp & Part-Time - 3,775 9,800 9,070 (730) 6101 PERS/Employee Contribution - 150 620 695 75 6105 PERS/Employer Contribution - 260 1,020 1,110 90 6109 PARS/Employer 35 - - - 6125 FICA/Employer Contrib/Med - 55 125 130 5 6155 Workers' Comp Allocation - 150 340 365 25 6165 Unemployment Allocation - 5 10 10 - SUBTOTAL - 4,430 11,915 11,380 (535) PERSONNEL SUBTOTAL 104,090 36,125 83,370 83,890 520 141 Cost 3725420000 / 3745810143 6345 $5,000 6399 $20,000 6423 $35,000 6493 $51,135 6554 $6,050 6560 $11,600 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 Rosedale 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. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS ROSEDALE CFD - ADMINISTRATION 6345 Program Consultants - 4,790 5,000 5,000 - 6399 Professional Services/Other - - 20,000 20,000 - 6423 Administrative Allocation 35,000 235,000 35,000 35,000 - 6625 Program Expense - - 168,000 - (168,000) SUBTOTAL 35,000 239,790 228,000 60,000 (168,000) ROSEDALE CFD - PARKS MAINTENANCE 6493 Outside Services & Repairs - 19,105 104,285 51,135 (53,150) 6554 Supplies/Custodial & Cleaning - 765 4,490 6,050 1,560 6560 Repair Parts - - 9,720 11,600 1,880 6563 Supplies/Special - 20 500 - (500) SUBTOTAL - 19,890 118,995 68,785 (50,210) OPERATIONS SUBTOTAL 35,000 259,680 346,995 128,785 (218,210) TRANSFERS OUT ROSEDALE CFD - ADMINISTRATION 5950 Transfer To Other Funds - - - 149,820 149,820 SUBTOTAL - - - 149,820 149,820 TRANSFERS OUT SUBTOTAL - - - 149,820 149,820 ROSEDALE CFD-2005-1 FUND TOTAL: 139,090 295,805 430,365 362,495 (67,870) 143 Cost 6610 $14,000 7001 $2,915,965 7005 $635,000 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 144 BUDGET UNIT:VARIOUS ADMIN SERVICES - DEBT SERVICE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE OPERATIONS APFA-DEBT SERVICE/1994 SEWER COPs 6610 Bond Administration 2,750 2,750 4,500 4,500 - 7001 Interest Expense 123,545 118,065 112,360 106,315 (6,045) 7005 Principal Payments 95,000 100,000 105,000 115,000 10,000 SUBTOTAL 221,295 220,815 221,860 225,815 3,955 APFA-DEBT SERVICE/2003 CIP COPS 6610 Bond Administration 3,250 8,400 4,500 4,500 - 7001 Interest Expense 150,215 145,750 140,590 134,560 (6,030) 7005 Principal Payments 210,000 215,000 215,000 225,000 10,000 SUBTOTAL 363,465 369,150 360,090 364,060 3,970 APFA-DEBT SERVICE/2006 WATER CIP BONDS 6610 Bond Administration 1,500 - 8,000 5,000 (3,000) 7001 Interest Expense 2,774,450 2,692,190 2,686,590 2,675,090 (11,500) 7005 Principal Payments - - 280,000 295,000 15,000 SUBTOTAL 2,775,950 2,692,190 2,974,590 2,975,090 500 OPERATIONS SUBTOTAL 3,360,710 3,282,155 3,556,540 3,564,965 8,425 APFA DEBT SERVICE FUND TOTAL: 3,360,710 3,282,155 3,556,540 3,564,965 8,425 Funding: Transfer From General Fund (363,465) (369,150) (360,090) (364,060) 3,970 Transfer From Sewer Fund (221,295) (220,815) (221,860) (225,815) 3,955 Transfer From Light and Water (2,775,950) (2,692,190) (2,974,590) (2,975,090) 500 Total Funding (3,360,710) (3,282,155) (3,556,540) (3,564,965) 8,425 145 THIS PAGE INTENTIONALLY LEFT BLANK 146 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: • Evaluate Central Garage Services. PROGRAM HIGHLIGHTS: • The costs of Citywide programs are offset from the Enterprise funds in proportion to the benefits received by the related Enterprise. 147 Cost 1090000000 6108 $42,000 6133 $297,065 6670 $1,499,800 6760 $500,000 6827 $132,065 7070 $132,000 PARS Administration Fees - Administration costs for four Public Agency Retirement System (PARS) programs offered by the City ADMINISTRATIVE SERVICES - CITYWIDE ACTIVITY DETAIL Account Number Description 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. 148 BUDGET UNIT:1090000000 ADMIN SERVICES - CITYWIDE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL 6095 Salary Savings - - - (150,000) (150,000) 6108 PARS Administration Fees 11,750 28,500 42,000 42,000 - 6133 Retiree Health Premium Reimb 215,575 225,280 288,410 297,065 8,655 PERSONNEL SUBTOTAL 227,325 253,780 330,410 189,065 (141,345) OPERATIONS 6301 Legal Fees 4,670 - - - - 6399 Professional Services/Other - 10,750 45,000 12,000 (33,000) 6670 IT Allocation 1,466,445 1,554,900 1,543,250 1,499,800 (43,450) 6760 Insurance Allocation 700,000 500,000 500,000 500,000 - 6827 Garage Allocation 128,865 150,765 129,575 132,065 2,490 7001 Interest Expense 21,360 19,860 18,360 16,860 (1,500) 7070 Property Tax Administration 123,485 123,960 130,000 132,000 2,000 7099 Miscellaneous 25 - - - - OPERATIONS SUBTOTAL 2,444,850 2,360,235 2,366,185 2,292,725 (73,460) TRANSFERS OUT 5950 Transfer To Other Funds 3,901,340 3,818,045 3,846,685 3,748,850 (97,835) 5951 Transfer To APFA 350,715 337,150 360,590 364,060 3,470 TRANSFERS OUT SUBTOTAL 4,252,055 4,155,195 4,207,275 4,112,910 (94,365) CITY-WIDE TOTAL 6,924,230 6,769,210 6,903,870 6,594,700 (309,170) Funding: TRANSFER IN - SEWER FUND - (6,000) (11,500) (6,000) (5,500) TRANSFER IN - L&W FUND (60,000) (79,590) (101,660) (94,660) (7,000) GENERAL FUND TOTAL (6,864,230) (6,683,620) (6,790,710) (6,494,040) (296,670) Total Funding (6,924,230) (6,769,210) (6,903,870) (6,594,700) (309,170) 149 Cost 4190000000 6133 $27,320Deferred Comp/Employer Paid - Retiree annuity ADMINISTRATIVE SERVICES- EMPLOYEE BENEFIT FUND ACTIVITY DETAIL Account Number Description 150 BUDGET UNIT:4190000000 EMPLOYEE BENEFIT FUND DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #07-08 08-09 09-10 10-11 VARIANCE PERSONNEL 6133 Deferred Comp/Employer Paid 25,300 27,320 2,020 PERSONNEL SUBTOTAL - - 25,300 27,320 2,020 EMPLOYEE BENEFIT FUND TOTAL - - 25,300 27,320 2,020 151 THIS PAGE INTENTIONALLY LEFT BLANK 152