Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
E. 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 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 11-12 PROGRAM HIGHLIGHTS: • Provide financial support and absorb accounting duties for Redevelopment Agency projects. • Update post-retirement benefits actuary. • Implement payroll impacts from contracted Memorandum of Understandings (MOUs). • Monitor inter-governmental budget impacts, especially at the State level. 95 Budget Division: ADMINISTRATIVE SERVICES - FINANCE FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 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 $112,570 $112,570 Dept Intern 1,040 1,040 $10,720 $11,275 Controller(b)0.90 0.80 101,260 81,870 Executive Assistant to Admin Srvcs Dir(c)0.80 0.80 50,050 50,050 Senior Accountant(d)1.50 1.30 126,520 110,090 Budget Analyst(e)0.575 0.575 48,110 48,110 Accountant(f)0.73 0.73 51,620 51,620 Junior Accountant/Payroll Specialist 1.00 1.00 62,560 63,640 Accounts Payable Specialist 1.00 1.00 62,560 62,560 Account Specialist II(g)0.60 0.70 32,015 37,350 (a) .20 FTE RDA Administration, .15 FTE Admin Serv-CFD Maint-Rosedale (b) FY 2010-11: .10 FTE RDA Administration; FY 2011-12: .20 FTE RDA Administration (c) .20 FTE Information Technology (d) FY 2010-11: .25 FTE Prop A, .25 FTE Prop C; FY 2011-12: .50 FTE Prop A, .20 RDA CIP (e) .10 FTE Sr Nutrition, .30 FTE Admin Serv-CFD Maint-Rosedale, .025 FTE CDBG (f) .27 FTE CDBG (g) FY 2010-11: .40 FTE Business License; FY 2011-12: .30 FTE Business License TOTAL 7.76 7.56 $647,265 $617,860 TOTAL 1,040 1,040 $10,720 $11,275 Full Time Positions Part Time Positions 96 BUDGET UNIT:1045810000 ADMIN SERVICES - FINANCE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL 6003 Salaries/Regular 623,220 599,385 647,265 617,860 (29,405) 6006 Salaries/Temp & Part-Time 4,595 9,340 10,720 11,275 555 6012 Salaries/Comp-Time 3,305 630 - - - 6015 Salaries/Vacation 29,250 34,745 - - - 6024 Salaries/Sick Leave 20,105 26,330 - - - 6027 Salaries/Bereavement 1,890 1,380 - - - 6033 Overtime Pay/Premium 3,785 970 4,500 3,000 (1,500) 6045 Salaries/Education Incentive 1,295 1,305 1,305 - (1,305) 6048 Salaries/Language Pay 5,595 5,765 5,760 4,955 (805) 6063 Salaries/Jury Duty 195 295 - - - 6069 Allowances/Vehicle 4,340 1,470 - - - 6101 PERS/Employee Contribution 48,185 47,085 43,165 43,885 720 6105 PERS/Employer Contribution 82,625 78,660 71,205 79,115 7,910 6109 PARS/Employer Contribution 10,565 11,345 11,255 10,175 (1,080) 6125 FICA/Employer Contrib/Med 11,165 11,155 11,720 10,935 (785) 6133 Retiree Health Premium Reimb 1,210 1,050 1,280 1,280 - 6140 Life Insurance Allocation 2,770 1,745 1,800 1,665 (135) 6155 Workers' Comp Allocation 27,740 27,190 27,450 25,365 (2,085) 6160 LTD Insurance Allocation 6,470 5,985 5,175 4,805 (370) 6165 Unemployment Allocation 700 705 810 755 (55) 6175 Benefits/Flex Plan 118,990 117,340 110,800 120,070 9,270 6180 Deferred Comp/Employer Paid 7,055 6,570 6,535 6,140 (395) PERSONNEL SUBTOTAL 1,015,050 990,445 960,745 941,280 (19,465) 97 Cost 1045810000 6220 $900 6230 $900 6235 $2,500 6315 $50,140 6493 $14,500 6530 $5,000 6850 $4,000 Office Supplies - Supplies such as binders, paper, tabs, toner for check printer, etc. Training - Training for changes and updates related to accounting, accounts payable and payroll. Dues/Subscriptions - Membership in the Government Finance Officers Association (GFOA) and the California Society of Municipal Finance Officers (CSMFO). Meeting/Conferences - CSMFO Conference and 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 and CINTAS shredding services. Lease Payments - Copy machine lease at Finance-Light and Water location and Neopost mailing machine costs shared equally with Business License division. ADMINISTRATIVE SERVICES- FINANCE ACTIVITY DETAIL Account Number Description 98 BUDGET UNIT:1045810000 ADMIN SERVICES - FINANCE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS 6215 Tuition Reimbursement 1,485 - - - - 6220 Training Schools 1,330 530 1,400 900 (500) 6230 Dues & Subscriptions 995 910 1,200 900 (300) 6235 Meetings & Conferences 6,820 4,170 2,695 2,500 (195) 6240 Mileage Reimbursement 380 305 350 250 (100) 6315 Accounting/Auditing Services 48,145 49,975 55,820 50,140 (5,680) 6415 Computer Software Support 250 - - - - 6493 Outside Services & Repairs 26,425 13,835 20,000 14,500 (5,500) 6503 Books 280 195 250 200 (50) 6504 Computer Software/Licensing - - - 300 300 6518 Postage 15 5 50 50 - 6521 Messenger Service 40 50 100 50 (50) 6527 Supplies/Computer/Small - 225 - - - 6530 Office Supplies 5,635 9,795 6,000 5,000 (1,000) 6539 Printing, Binding & Duplicating 1,145 1,350 1,500 1,500 - 6563 Supplies/Special 955 15 - 200 200 6564 Supplies/Medical-Dental - 265 - - - 6572 Office Furniture & Equipment - 90 - - - 6815 Maintenance & Repair 110 - - - - 6850 Lease Payments 3,830 3,845 5,000 4,000 (1,000) 6915 Utilities/Telephone 590 800 700 1,000 300 OPERATIONS SUBTOTAL 98,430 86,360 95,065 81,490 (13,575) GENERAL FUND TOTAL: 1,113,480 1,076,805 1,055,810 1,022,770 (33,040) 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 11-12 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 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 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 $66,410 $67,700 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 56,155 58,300 TOTAL 3.00 3.00 $184,265 $187,700 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. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL 6003 Salaries/Regular 152,265 158,575 184,265 187,700 3,435 6006 Salaries/Temp & Part-Time 32,290 30,785 26,940 26,940 - 6012 Salaries/Comp-Time 50 30 - - - 6015 Salaries/Vacation 16,835 13,065 - - - 6024 Salaries/Sick Leave 5,710 9,760 - - - 6027 Salaries/Bereavement 850 - - - - 6033 Overtime Pay/Premium 770 - 1,000 1,000 - 6045 Salaries/Education Incentive - 5 - - - 6047 Salaries/Bonuses - 4,290 - - - 6048 Salaries/Language Pay - 15 - - - 6063 Salaries/Jury Duty 270 - - - - 6101 PERS/Employee Contribution 14,990 15,215 14,900 15,140 240 6105 PERS/Employer Contribution 25,690 25,395 24,565 27,285 2,720 6109 PARS/Employer Contribution 2,625 2,715 2,770 2,850 80 6125 FICA/Employer Contrib/Med 2,510 2,615 2,675 2,745 70 6133 Retiree Health Premium Reimb 1,230 1,070 1,300 1,300 - 6140 Life Insurance Allocation 575 495 490 500 10 6155 Workers' Comp Allocation 8,520 8,835 8,450 8,625 175 6160 LTD Insurance Allocation 1,530 1,365 1,435 1,460 25 6165 Unemployment Allocation 230 240 260 265 5 6175 Benefits/Flex Plan 43,960 47,060 50,080 51,075 995 6180 Deferred Comp/Employer Paid 540 540 540 540 - PERSONNEL SUBTOTAL 311,440 322,070 319,670 327,425 7,755 103 Cost 1045830000 6230 $300 6235 $1,250 6493 $250 6551 $3,000 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. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS 6201 Uniforms & Laundry 755 1,575 1,600 1,600 - 6220 Training Schools 70 - 500 100 (400) 6230 Dues & Subscriptions 170 425 250 300 50 6235 Meetings & Conferences 150 200 1,000 1,250 250 6240 Mileage Reimbursement - - 100 50 (50) 6493 Outside Services & Repairs - - 600 250 (350) 6521 Messenger Service 15 40 - - - 6530 Office Supplies 980 1,520 1,250 750 (500) 6536 Supplies/Reprographics 155 - 250 250 - 6539 Printing, Binding & Duplicating 195 805 150 100 (50) 6551 Fuel and Oil 1,520 1,310 2,400 3,000 600 6554 Supplies/Custodial & Cleaning - 90 400 300 (100) 6563 Supplies/Special 1,045 685 1,000 750 (250) 6566 Small Tools - 25 - - - 6569 Small Equipment - 170 500 500 - 6572 Office Furniture & Equipment 675 - 500 500 - 6825 Maint & Repair / Vehicle 795 1,215 1,000 1,000 - 6835 Maint & Repair/Equipment - 10 2,000 2,000 - 6845 Maint/Office Furniture & Equip - 1,100 - - - 6915 Utilities/Telephone 1,655 1,370 1,500 1,000 (500) OPERATIONS SUBTOTAL 8,180 10,540 15,000 13,700 (1,300) GENERAL FUND TOTAL: 319,620 332,610 334,670 341,125 6,455 105 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. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS 6530 Office Supplies - 130 150 150 - 6536 Supplies/Reprographics 6,225 7,495 9,000 9,000 - 6539 Printing, Binding & Duplicating - 1,075 3,000 3,000 - 6563 Supplies/Special 3,160 3,145 - - - 6835 Maint & Repair/Equipment - 370 1,000 1,000 - OPERATIONS SUBTOTAL 9,385 12,215 13,150 13,150 - GENERAL FUND TOTAL:9,385 12,215 13,150 13,150 - 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 5,500 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: • Install and configure a comprehensive update of the HDL business license software, including web based application processing. • Continue efforts to improve efficiency and coordination with county and state agencies to collect unpaid debts to the city. FY 11-12 PROGRAM HIGHLIGHTS: • Business License Division staff will be conducting both routine and targeted audits to recover escaped revenue. 109 Budget Division: ADMINISTRATIVE SERVICES - BUSINESS LICENSE FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 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 $75,415 $75,415 Field Enf. Officer 1,664 1,664 $42,675 $44,705 Account Specialist III(a)0.50 0.50 29,595 29,595 Account Specialist II(b)0.40 0.30 21,345 16,010 Account Specialist I(a)0.50 0.50 22,775 23,375 (a) Jobshare positions (b) FY 2010-11: .60 FTE Administrative Services-Finance; FY 2011-12: .70 FTE Administrative Services-Finance TOTAL 2.40 2.30 $149,130 $144,395 TOTAL 1,664 1,664 $42,675 $44,705 Full Time Positions Part Time Positions 110 BUDGET UNIT:1045630000 ADMIN SERVICES - BUSINESS LICENSE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL 6003 Salaries/Regular 118,005 137,785 149,130 144,395 (4,735) 6006 Salaries/Temp & Part-Time - 30,305 42,675 44,705 2,030 6012 Salaries/Comp-Time 505 70 - - - 6015 Salaries/Vacation 7,850 9,245 - - - 6024 Salaries/Sick Leave 1,550 3,145 - - - 6033 Overtime Pay/Premium 155 - - - - 6048 Salaries/Language Pay 605 605 600 600 - 6063 Salaries/Jury Duty - 195 - - 6101 PERS/Employee Contribution 9,065 12,795 13,610 13,425 (185) 6105 PERS/Employer Contribution 15,535 21,355 22,420 24,155 1,735 6125 FICA/Employer Contrib/Med 2,075 3,070 3,315 3,280 (35) 6133 Retiree Health Premium Reimb 1,210 1,050 1,280 1,280 - 6140 Life Insurance Allocation 410 400 395 385 (10) 6155 Workers' Comp Allocation 5,145 7,255 7,695 7,590 (105) 6160 LTD Insurance Allocation 1,120 1,145 1,160 1,125 (35) 6165 Unemployment Allocation 120 185 230 225 (5) 6175 Benefits/Flex Plan 26,545 34,070 36,130 36,410 280 6180 Deferred Comp/Employer Paid 1,060 1,280 1,295 1,240 (55) PERSONNEL SUBTOTAL 190,955 263,955 279,935 278,815 (1,120) 111 Cost 1035630000 6230 $150 6235 $750 6315 $3,500 6493 $1,500 6518 $100 6530 Office Supplies - Toner cartridges, envelopes and miscellaneous 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 vehicles; previously funded with Community Development funds $1,500 6563 Supplies/Special - Miscellaneous expenses $250 6825 Maintenance Repair/Vehicles - Maintenance and repair of city vehicle $500 6850 Lease Payments - Lease payments for Bizhub and Neopost machines $3,950 6915 $900 7009 $13,000 7080 $1,500 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 - Miscellaneous outside services, including credit card processing costs Postage - Registered mail for fines as necessary Bank Charges - Online payment costs Refund - Audit refunds ADMINISTRATIVE SERVICES - BUSINESS LICENSE ACTIVITY DETAIL Account Number Description Dues & Subscriptions - California Municipal Revenue & Tax Association Dues 112 BUDGET UNIT:1045630000 ADMIN SERVICES - BUSINESS LICENSE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS 6220 Training Schools 120 - - - - 6230 Dues & Subscriptions 250 140 150 150 - 6235 Meetings & Conferences 1,265 620 750 750 - 6240 Mileage Reimbursement - 50 - - - 6315 Accounting/Auditing Services 6,000 - 6,500 3,500 (3,000) 6493 Outside Services & Repairs 1,845 1,470 1,500 1,500 - 6504 Computer Software/Licensing - 180 - - - 6518 Postage - - 100 100 - 6521 Messenger Service 440 - 250 - (250) 6527 Supplies/Comp/Small Equipment - 925 - - - 6530 Office Supplies 1,725 2,000 2,000 2,000 - 6539 Printing, Binding & Duplicating 1,180 2,225 1,200 1,200 - 6551 Fuel and Oil 215 1,030 1,500 1,500 - 6563 Supplies/Special 380 535 250 250 - 6572 Office Furniture & Equipment - 295 - - - 6605 Filing Costs 305 - 50 50 - 6815 Maintenance & Repair/Building 110 - 100 100 - 6825 Maint & Repair / Vehicle 130 1,320 850 500 (350) 6850 Lease Payments 3,830 3,845 4,000 3,950 (50) 6915 Utilities/Telephone 345 1,415 900 900 - 7009 Bank Service Charge 2,990 11,095 8,000 13,000 5,000 7015 Tax/Property - 30 - - - 7080 Refund 3,765 7,165 1,500 1,500 - OPERATIONS SUBTOTAL 24,895 34,340 29,600 30,950 1,350 GENERAL FUND TOTAL: 215,850 298,295 309,535 309,765 230 113 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 four Memorandum of Understandings (MOUs). FY 11-12 PROGRAM HIGHLIGHTS: • Work with City departments and third party administrators (benefits and brokers) to ensure effective, efficient and fiscally responsible management of insurance and benefit programs. • Work with City administration and bargaining groups to ensure effective, efficient and fiscally responsible agreements. 115 Budget Division: ADMINISTRATIVE SERVICES - HUMAN RESOURCES (PERSONNEL) FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 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 59,695 TOTAL 2.00 2.00 $168,375 $169,395 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. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL 6003 Salaries/Regular 52,225 51,430 168,375 169,395 1,020 6012 Salaries/Comp-Time - 1,665 - - 6015 Salaries/Vacation 1,810 4,315 - - - 6024 Salaries/Sick Leave 890 3,385 - - - 6027 Salaries/Bereavement 270 - - - - 6033 Overtime Pay/Premium 215 210 300 300 - 6063 Salaries/Jury Duty 1,630 - - - - 6069 Allowances/Vehicle - - 5,400 5,400 - 6101 PERS/Employee Contribution 4,000 4,165 11,845 11,915 70 6105 PERS/Employer Contribution 6,860 6,950 19,550 21,495 1,945 6109 PARS/Employer Contribution - - 4,390 4,390 - 6125 FICA/Employer Contrib/Med 905 975 2,980 3,005 25 6133 Retiree Health Premium Reimb 2,430 2,315 2,570 2,570 - 6140 Life Insurance Allocation 195 155 460 465 5 6155 Workers' Comp Allocation 2,280 2,370 6,950 6,990 40 6160 LTD Insurance Allocation 545 460 1,310 1,320 10 6165 Unemployment Allocation 55 65 205 205 - 6175 Benefits/Flex Plan 13,555 14,445 31,610 32,385 775 6180 Deferred Comp/Employer Paid 540 540 2,700 2,700 - PERSONNEL SUBTOTAL 88,405 95,180 258,645 262,535 3,890 117 Cost 1050921000 6220 $500 6230 $4,000 6235 $800 6301 $5,000 6350 $4,400 6399 $2,650 6563 $1,200 6601 $5,000 6850 $1,200Lease Payments - Konica-Minolta (copier lease) ADMINISTRATIVE SERVICES - HUMAN RESOURCES PERSONNEL SERVICES ACTIVITY DETAIL Account Number Description Supplies/Special - Annual Health Benefits Fair Training Programs - Liebert Cassidy workshops; Southern California Public Labor Relations Council (SCPLRC) training; misc. programs Dues/Subscriptions - California Public Employers Labor Relations Association (CALPELRA) Membership; Business & Legal Occupational Safety and Health Administration (OSHA) Compliance; Lexis Nexis Meeting/Conferences - California Public Employees Retirement System (CalPERS) Annual Conference Legal Fees - Best Best & Krieger (BBK) (over and above retainer), Ken Meyer Associates & 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), Rio Hondo College, Donahoe & Associates Advertising Expense - Los Angeles Times; San Gabriel Valley Tribune; Brown & Caldwell; Western City; Jobs Available; L & W trade Magazines 118 BUDGET UNIT:1050921000 ADM SRVCS - HUMAN RESOURCES PERS SRV DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS 6220 Training Schools 7,055 8,375 5,000 500 (4,500) 6230 Dues & Subscriptions 1,355 3,365 4,300 4,000 (300) 6235 Meetings & Conferences 1,255 485 3,800 800 (3,000) 6240 Mileage Reimbursement 130 335 300 300 - 6301 Legal Fees 135 - 5,000 5,000 - 6350 Medical Services 5,285 5,600 7,000 4,400 (2,600) 6399 Professional Services/Other 112,165 117,940 5,350 2,650 (2,700) 6405 Commission Meetings Expense 1,950 2,550 3,000 3,000 - 6480 Insurance Claims Administration 225 - - - - 6493 Outside Services & Repairs 865 325 300 300 - 6509 Publications/Other 80 - - - - 6518 Postage 300 135 300 300 - 6527 Supplies/Computer/Small Equip - 95 - - - 6530 Office Supplies 1,450 2,140 2,000 1,500 (500) 6539 Printing, Binding & Duplicating 190 - - - - 6545 Fingerprinting 3,655 1,840 3,000 2,500 (500) 6563 Supplies/Special - 965 950 1,200 250 6572 Office Furniture & Equipment 8,570 845 - - - 6599 Materials & Supplies 85 - - - - 6601 Advertising Expense 5,905 5,065 9,000 5,000 (4,000) 6635 Oral Board Costs 1,160 700 1,500 1,000 (500) 6736 Employee Assistant Program 6,930 6,910 7,000 7,000 - 6835 Maint & Repair/Equipment - - 150 150 - 6850 Lease Payments 3,615 2,700 3,600 1,200 (2,400) 6915 Utilities/Telephone 230 225 240 300 60 OPERATIONS SUBTOTAL 162,590 160,595 61,790 41,100 (20,690) GENERAL FUND TOTAL: 250,995 255,775 320,435 303,635 (16,800) 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 Occupational Safety and Health Administration (OSHA) guidelines and employee wellness programs. Risk Management also provides support in other Human Resource functions including negotiations of Memorandum of Understandings (MOUs), re-classifications, recruitment, employee relations and research on a variety of Human Resource related issues. STRATEGIC GOALS: • Coordinate expansion of training (safety, emergency preparedness, defensive driving, etc.). • Evaluate and improve the subrogation and reinsurance claims process. • Expand cost analysis of litigated liability claims and allocate to departments. • Coordinate tracking comparison of legal costs, expenses and settlements for liability claims data base with third party administrators. • Ensure annual competitive pricing for all Insurance including Liability, Workers Compensation, Property, and Special Events. FY 11-12 PROGRAM HIGHLIGHTS: • Work with City Departments and Third Party Administrators such as Cal Claims Management Services (CCMS), Carl Warren and Independent Cities Risk Management Authority (ICRMA) to ensure effective, efficient and fiscally responsible management of workers compensation and liability claims. • Provide staff support and representation for the City’s membership in ICRMA, and California Transit Insurance Pool (CalTIP). • Implement and Utilize workers compensation VOS claims tracking system and allocate claims costs. 121 Budget Division: ADMINISTRATIVE SERVICES - RISK MANAGEMENT FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 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. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL 6003 Salaries/Regular 120,380 125,980 134,770 134,770 - 6012 Salaries/Comp-Time 500 135 - - - 6015 Salaries/Vacation 3,605 7,590 - - - 6024 Salaries/Sick Leave 5,040 3,330 - - - 6027 Salaries/Bereavement 730 - - - - 6033 Overtime Pay/Premium 1,560 1,695 - - - 6048 Salaries/Language Pay 120 - - - - 6091 Leave Liability Adjustments 2,900 3,640 - - - 6101 PERS/Employee Contribution 9,150 9,640 9,490 9,490 - 6105 PERS/Employer Contribution 15,685 16,100 15,660 17,115 1,455 6109 PARS/Employer Contribution 30 4,870 4,880 4,880 - 6125 FICA/Employer Contrib/Med 2,190 2,290 2,390 2,415 25 6140 Life Insurance Allocation 400 365 355 355 - 6155 Workers' Comp Allocation 5,240 5,525 5,390 5,390 - 6160 LTD Insurance Allocation 1,120 1,055 1,050 1,050 - 6165 Unemployment Allocation 145 150 165 165 - 6175 Benefits/Flex Plan 28,480 28,895 30,110 31,660 1,550 6180 Deferred Comp/Employer Paid 1,135 2,345 2,340 2,340 - PERSONNEL SUBTOTAL 198,410 213,605 206,600 209,630 3,030 123 Cost 4250923000 6220 $400 6230 $250 6235 $500 6480 $28,700 6563 $1,800 6710 $305,000 6715 $584,000 6720 $252,000 6740 $300,000 6745 $565,000 6755 $25,000 Insurance Claims Administration - Third Party Administration fees for workers' compensation (Cal Claims Management Services-CCMS), Liability (Carl Warren) and Unemployment (TALX). Insurance /General Liability Premiums - Independent Cities Risk Management Authority (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 - CCMS 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, Ken Meyer, 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 Society of Human Resource Management (SHRM); Subscription costs for Risk Management publications. Meeting/Conferences - Human Resource/Risk Management meeting and conference expenses. 124 BUDGET UNIT:4250923000 ADMIN SERVICES - HUMAN RESOURCES RISK MGT DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS 6220 Training Schools 35 - 800 400 (400) 6225 Training Materials - 780 - - - 6230 Dues & Subscriptions 310 160 500 250 (250) 6235 Meetings & Conferences 105 - 1,300 500 (800) 6480 Ins Claims Administration 26,265 28,405 31,100 28,700 (2,400) 6493 Outside Services and Repairs - 625 - - - 6521 Messenger Service - 115 200 200 - 6539 Printing, Binding & Duplicating 750 - - - - 6563 Supplies/Special - 545 1,800 1,800 - 6701 Fidelity Bonds 6,100 8,415 8,100 10,000 1,900 6710 Ins/General Liability Premiums 291,335 246,900 305,000 305,000 - 6715 Ins/Fire & Casualty Premiums 437,010 557,445 584,000 584,000 - 6720 Ins/Workers Comp Premiums 216,905 239,510 252,000 252,000 - 6740 Claims Expense/Liability 603,370 249,230 150,000 250,000 100,000 6740 Claims Expense/Liability - RDA Liability - 38,195 50,000 - (50,000) 6740 Claims Expense/Liability - Utility Liability 42,230 75,270 100,000 50,000 (50,000) 6745 Claims Expense/Workers Comp 815,990 550,265 600,000 565,000 (35,000) 6755 Claims Expense/Unemployment 28,135 27,290 31,500 25,000 (6,500) 7055 Uncollectable Accounts 2,835 - - - - 7080 Refund 150 - - - - OPERATIONS SUBTOTAL 2,471,525 2,023,150 2,116,300 2,072,850 (43,450) RISK MGMT. FUND TOTAL 2,669,935 2,236,755 2,322,900 2,282,480 (40,420) 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 11-12 PROGRAM HIGHLIGHTS: • Increase bandwidth. • Maintain infrastructure with limited budget. 127 Budget Division: ADMINISTRATIVE SERVICES - INFORMATION TECHNOLOGY FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 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 $132,860 $132,860 GIS Intern 780 780 $8,040 $8,455 Information Systems Manager 2.00 2.00 204,850 206,050 Senior Information Technology Analyst 3.00 3.00 255,795 258,740 Information Technology Analyst 3.00 3.00 207,615 207,615 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 $813,635 $817,780 TOTAL 780 780 $8,040 $8,455 Full Time Positions Part Time Positions 128 BUDGET UNIT: ALL FUND 48 DIVISIONS-INFORMATION TECH (SUMMARY) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED VARIANCE Acct. #08-09 09-10 10-11 11-12 PERSONNEL 6003 Salaries/Regular 703,105 726,795 813,635 817,780 4,145 6006 Salaries/Temp & Part-Time - 8,115 8,040 8,455 415 6012 Salaries/Comp-Time 4,935 8,775 - - - 6015 Salaries/Vacation 42,015 47,030 - - - 6024 Salaries/Sick Leave 22,280 22,695 - - - 6027 Salaries/Bereavement 2,925 485 - - - 6033 Overtime Pay/Premium 4,640 5,140 - - - 6039 Salaries/Education Incentive 10,990 4,815 24,000 20,000 (4,000) 6048 Salaries/Language Pay 6,265 6,280 6,240 6,240 - 6063 Salaries/Jury Duty 775 1,215 - - - 6066 Allowances/Uniform 1,520 1,520 2,400 2,400 - 6069 Allowances/Vehicle 2,130 5,425 5,400 5,400 - 6072 Salaries/Injury - 795 - - - 6091 Leave Liability Adjustments 10,215 11,035 - - - 6101 PERS/Employee Contribution 54,980 57,315 57,525 58,545 1,020 6105 PERS/Employer Contribution 94,275 95,760 94,700 105,305 10,605 6109 PARS/Employer 12,355 18,455 18,335 18,835 500 6125 FICA/Employer Contrib/Med 12,545 12,745 12,755 13,350 595 6140 Life Insurance Allocation 2,655 2,150 2,180 2,215 35 6155 Workers' Comp Allocation 31,765 33,150 32,915 34,315 1,400 6160 LTD Insurance Allocation 6,915 6,505 6,250 6,360 110 6165 Unemployment Allocation 870 905 965 1,005 40 6175 Benefits/Flex Plan 126,500 133,650 140,005 146,360 6,355 6180 Deferred Comp/Employer Paid 8,360 9,115 9,105 9,105 - PERSONNEL SUBTOTAL 1,163,015 1,219,870 1,234,450 1,255,670 21,220 129 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL CITY COMPUTER SERVICES 6003 Salaries/Regular 294,800 255,575 291,920 293,720 1,800 6006 Salaries/Temp & Part-Time - 5,410 5,895 6,200 305 6012 Salaries/Comp-Time 1,445 1,145 - - - 6015 Salaries/Vacation 16,270 19,415 - - - 6024 Salaries/Sick Leave 11,885 10,965 - - - 6027 Salaries/Bereavement 1,930 - - - - 6033 Overtime Pay/Premium 3,235 2,875 - - - 6039 Standby Pay/Premium 755 600 8,000 4,000 (4,000) 6048 Salaries/Language Pay 2,410 2,165 2,100 2,100 - 6063 Salaries/Jury Duty 115 160 - - - 6069 Allowance/Vehicle 1,490 3,160 2,700 2,700 - 6072 Salaries/Injury - 200 - - - 6091 Leave Liability Adjustments 4,645 5,185 - - - 6101 PERS/Employee Contribution 23,030 20,355 20,450 20,940 490 6105 PERS/Employer Contribution 39,490 34,000 33,675 37,675 4,000 6109 PARS/Employer Contribution 2,330 4,710 4,305 4,540 235 6125 FICA/Employer Contrib/Med 4,425 3,915 4,050 4,240 190 6140 Life Insurance Allocation 1,160 760 780 800 20 6155 Workers' Comp Allocation 13,225 11,895 11,895 12,350 455 6160 LTD Insurance Allocation 2,940 2,400 2,230 2,285 55 6165 Unemployment Allocation 355 315 350 360 10 6175 Benefits/Flex Plan 53,985 48,675 50,430 52,600 2,170 6180 Deferred Comp/Employer Paid 3,100 3,085 2,905 2,905 - SUBTOTAL 483,020 436,965 441,685 447,415 5,730 130 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE POLICE INFORMATION SYSTEMS 6003 Salaries/Regular 182,600 226,470 252,280 252,810 530 6006 Salaries/Temp & Part-Time - 2,705 2,145 2,255 110 6012 Salaries/Comp-Time 2,265 7,120 - - - 6015 Salaries/Vacation 7,680 8,225 - - - 6024 Salaries/Sick Leave 2,195 5,470 - - - 6027 Salaries/Bereavement 275 485 - - - 6033 Overtime Pay/Premium 325 1,235 - - - 6039 Standby Pay/Premium 9,895 4,030 13,000 13,000 - 6048 Salaries/Language Pay 2,650 2,800 2,940 2,940 - 6063 Salaries/Jury Duty 360 - - - - 6066 Allowances/Uniform 1,520 1,520 1,600 1,600 - 6069 Allowances/Vehicle 215 1,020 1,350 1,350 - 6091 Leave Liability Adjustments 2,785 2,980 - - - 6101 PERS/Employee Contribution 14,025 17,715 18,055 18,275 220 6105 PERS/Employer Contribution 24,050 29,600 29,695 32,840 3,145 6109 PARS/Employer Contribution 6,185 7,775 7,240 7,355 115 6125 FICA/Employer Contrib/Med 3,645 4,275 4,125 4,390 265 6140 Life Insurance Allocation 650 665 680 685 5 6155 Workers' Comp Allocation 8,260 10,270 10,245 10,895 650 6160 LTD Insurance Allocation 1,725 1,950 1,945 1,965 20 6165 Unemployment Allocation 235 300 300 320 20 6175 Benefits/Flex Plan 31,505 40,440 44,035 46,090 2,055 6180 Deferred Comp/Employer Paid 2,660 3,075 3,105 3,105 - SUBTOTAL 305,705 380,125 392,740 399,875 7,135 131 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE LW INFORMATION SYSTEMS 6003 Salaries/Regular 225,705 244,750 269,435 271,250 1,815 6012 Salaries/Comp-Time 1,225 510 - - - 6015 Salaries/Vacation 18,065 19,390 - - - 6024 Salaries/Sick Leave 8,200 6,260 - - - 6027 Salaries/Bereavement 720 - - - - 6033 Overtime Pay/Premium 1,080 1,030 - - - 6039 Standby Pay/Premium 340 185 3,000 3,000 - 6048 Salaries/Language Pay 1,205 1,315 1,200 1,200 - 6063 Salaries/Jury Duty 300 1,055 - - - 6066 Allowances/Uniform - - 800 800 - 6069 Allowances/Vehicle 425 1,245 1,350 1,350 - 6072 Salaries/Injury - 595 - - - 6091 Leave Liability Adjustments 2,785 2,870 - - - 6101 PERS/Employee Contribution 17,925 19,245 19,020 19,330 310 6105 PERS/Employer Contribution 30,735 32,160 31,330 34,790 3,460 6109 PARS/Employer Contribution 3,840 5,970 6,790 6,940 150 6125 FICA/Employer Contrib/Med 4,475 4,555 4,580 4,720 140 6140 Life Insurance Allocation 845 725 720 730 10 6155 Workers' Comp Allocation 10,280 10,985 10,775 11,070 295 6160 LTD Insurance Allocation 2,250 2,155 2,075 2,110 35 6165 Unemployment Allocation 280 290 315 325 10 6175 Benefits/Flex Plan 41,010 44,535 45,540 47,670 2,130 6180 Deferred Comp/Employer Paid 2,600 2,955 3,095 3,095 - SUBTOTAL 374,290 402,780 400,025 408,380 8,355 PERSONNEL SUBTOTAL 1,163,015 1,219,870 1,234,450 1,255,670 21,220 132 Cost 4849930000 6220 $9,000 6235 $1,500 6415 $156,770 6493 $10,800 6499 Contract Services - Matrix, SunGard, SAS Access Control, Novell, HDL $6,630 6504 $35,825 6846 $24,450 Cost 4849940000 6835 $68,200 6915 Utilities-Telephone - City phone expense, Verizon T1, Cingular Wireless, PDA Communications, Blackberry's $164,560 Cost 4849941000 6220 $2,000 6415 $71,800 6493 $10,000 6504 $30,475 6846 $11,150 Computer Hardware Maintenance - Laser printer services, Watchguard, Hewlett Packard, Cisco, Barracuda Training Schools - Novell Brainshare, ESRI (GIS Software), SunGard Public Sector National User's Group (SNUG), Municipal Information Systems Association of California (MISAC) Meetings/Conferences - Liebert Cassidy sessions, Women Leading Government Computer Software Services - SunGard, SIRSI, ESRI, HDL, Civicplus, Granicus, GUAVA Computer Software Licensing - MS Office, PC Anywhere, Netware, Win Srv Remote, McAfee, Adobe, Novell Patch Management, Zenworks, GroupWise, Solarwinds Orion,Digicert, Autocad, Miscropaver, Streetpaver Outside Services & Repairs - JD Briggs, Iron Mountain, DSL services, SIRSI Account Number Account Number Communications Services Description Maintenance & Repair/Equipment - Avaya support, Spenser Communications, Music on Hold, Mutare ADMINISTRATIVE SERVICES - INFORMATION TECHNOLOGY ACTIVITY DETAIL Account Number Description City Description Training Schools - Microsoft Police Information Systems Computer Software Services - CAD/RMS Support, Motorola MDC Support, NICE 911 Outside Services & Repairs - JD Briggs, PKORP & Associates Computer Software Licensing - GroupWise, Novell, Microsoft SQL, MS Office, Go to my PC Computer Hardware Maintenance - Carltock Cabling, CDCE, Laser Printer Services, Cisco Routers, Premio 133 Cost 4849942000 6220 $2,000 6235 $4,000 6415 $17,600 6493 $5,800 6504 $25,050 6570 $18,000 6846 $21,500Computer Hardware Maintenance - Cisco , Watchguard, Laser printer service, Hewlett Packard, Charter Communication Computer Software Licensing - MS Office, Verisign, Veritas, Gotomypc, McAfee, GroupWise Computer Software Services - Software support for Bi-Tech, HP, GUAVA, Civic Plus Outside Services & Repairs - JD Briggs, Iron Mountain Meetings/Conferences - S&S Conference, Techmentor, Itron, Cognos Account Number Description Light and Water Information Systems Training Schools - Microsoft Training, SNUG, MISAC Computer Hardware Peripherals - GovConnection, CDW-G 134 BUDGET UNIT: ALL FUND 48 DIVISIONS-INFORMATION TECH (SUMMARY) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED VARIANCE Acct. #08-09 09-10 10-11 11-12 OPERATIONS 6220 Training Schools 10,450 8,070 15,000 13,000 (2,000) 6230 Dues & Subscriptions 250 490 1,725 1,725 - 6235 Meetings & Conferences 145 620 5,500 5,500 - 6240 Mileage Reimbursement 80 - 600 600 - 6415 Computer Software Support 196,305 208,270 246,170 246,170 - 6493 Outside Services & Repairs 14,230 7,450 28,640 26,600 (2,040) 6499 Contract Services & Fees/Other 4,085 - 30,000 10,200 (19,800) 6503 Books - 30 - - - 6504 Computer Software/Licensing 44,845 46,555 91,350 91,350 - 6515 Films & Video Recordings - 5,995 - - - 6521 Messenger Service 70 70 100 100 - 6527 Supplies/Computer/Small Equipment 22,070 12,395 21,700 21,700 - 6530 Office Supplies 245 1,030 1,140 1,140 - 6563 Supplies/Special 1,715 945 2,250 2,250 - 6569 Small Equipment 5,650 8,510 22,800 22,800 - 6570 Computer Peripherals/Misc 32,050 24,295 33,000 33,000 - 6835 Maint & Repair/Equipment 66,485 44,005 79,200 79,200 - 6846 Computer Hardware Maint/Repair 50,020 45,275 61,300 61,300 - 6915 Utilities/Telephone 176,335 170,955 172,060 172,060 - OPERATIONS SUBTOTAL 625,030 584,960 812,535 788,695 (23,840) INFORMATION TECH FUND TOTAL: 1,788,045 1,804,830 2,046,985 2,044,365 (2,620) Funding: ALLOCATION FROM L&W FUND (459,075) (480,240) (533,175) (536,250) 3,075 ALLOCATION FROM GENERAL FUND (1,328,970) (1,324,590) (1,513,810) (1,508,115) (5,695) Total Funding (1,788,045) (1,804,830) (2,046,985) (2,044,365) (2,620) 135 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS CITY COMPUTER SERVICES 6220 Training Schools 5,285 5,655 11,000 9,000 (2,000) 6230 Dues & Subscriptions 250 490 1,145 1,145 - 6235 Meetings & Conferences 145 420 1,500 1,500 - 6240 Mileage Reimbursement 80 - 200 200 - 6415 Computer Software Support 117,560 134,295 156,770 156,770 - 6493 Outside Services & Repairs 2,730 500 10,800 10,800 - 6499 Contract Services & Fees/Other 1,250 - 19,500 6,630 (12,870) 6504 Computer Software/Licensing 15,355 15,585 35,825 35,825 - 6515 Films & Video Recordings - 5,995 - - - 6527 Supplies/Computer/Small Equip 6,740 3,275 3,000 3,000 - 6530 Office Supplies 65 425 490 490 - 6563 Supplies/Special 1,220 650 1,500 1,500 - 6569 Small Equipment 1,265 4,570 3,300 3,300 - 6846 Computer Hardware Maint/Repair 19,960 20,075 24,450 24,450 - SUBTOTAL 171,905 191,935 269,480 254,610 (14,870) BROADBAND - LIBRARY 6846 Computer Hardware Maint/Repair - - 4,200 4,200 - SUBTOTAL - - 4,200 4,200 - COMMUNICATION SERVICES 6569 Small Equipment 835 830 - - - 6835 Maint & Repair/Equipment 66,485 36,085 68,200 68,200 - 6915 Utilities/Telephone 169,515 162,065 164,560 164,560 - SUBTOTAL 236,835 198,980 232,760 232,760 - COMMUNICATION SERVICES - TECHNOLOGY FUND 6915 Utilities/Telephone 6,820 6,805 7,500 7,500 - SUBTOTAL 6,820 6,805 7,500 7,500 - 136 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE POLICE INFORMATION SYSTEMS 6220 Training Schools 415 800 2,000 2,000 - 6230 Dues & Subscriptions - - 80 80 - 6240 Mileage Reimbursement - - 200 200 - 6415 Computer Software Support 61,090 57,935 71,800 71,800 - 6493 Outside Services & Repairs 5,970 1,765 12,040 10,000 (2,040) 6499 Contract Services & Fees/Other - - 2,500 850 (1,650) 6504 Computer Software/Licensing 14,405 12,805 30,475 30,475 - 6527 Supplies/Computer/Small Equip 7,125 5,495 7,000 7,000 - 6530 Office Supplies 175 445 450 450 - 6563 Supplies/Special 295 235 250 250 - 6569 Small Equipment 1,990 275 1,500 1,500 - 6570 Computer Peripherals/Misc 17,300 10,830 15,000 15,000 - 6835 Maint & Repair/Equipment - 7,920 11,000 11,000 - 6846 Computer Hardware Maint/Repair 15,920 11,275 11,150 11,150 - SUBTOTAL 124,685 109,780 165,445 161,755 (3,690) LW INFORMATION SYSTEMS 6220 Training Schools 4,750 1,615 2,000 2,000 - 6230 Dues & Subscriptions - - 500 500 - 6235 Meetings & Conferences - 200 4,000 4,000 - 6240 Mileage Reimbursement - - 200 200 - 6415 Computer Software Support 17,655 16,040 17,600 17,600 - 6493 Outside Services & Repairs 5,530 5,185 5,800 5,800 - 6499 Contract Services & Fees/Other 2,835 - 8,000 2,720 (5,280) 6503 Books - 30 - - - 6504 Computer Software/Licensing 15,085 18,165 25,050 25,050 - 6521 Messenger Service 70 70 100 100 - 6527 Supplies/Computer/Small Equip 7,070 3,625 8,700 8,700 - 6530 Office Supplies 5 160 200 200 - 6563 Supplies/Special 200 60 500 500 - 6569 Small Equipment 1,525 2,150 3,000 3,000 - 137 BUDGET UNIT:Fund 48 ADMIN SERVICES - INFORMATION TECH (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE 6570 Computer Peripherals/Misc 14,750 13,465 18,000 18,000 - 6846 Computer Hardware Maint/Repair 14,140 13,925 21,500 21,500 - 6915 Utilities/Telephone - 2,085 - - - SUBTOTAL 83,615 76,775 115,150 109,870 (5,280) LW TECHNOLOGY FUND - 6527 Supplies/Computer/Small Equip 1,135 - 3,000 3,000 - 6569 Small Equipment 35 685 15,000 15,000 - SUBTOTAL 1,170 685 18,000 18,000 - OPERATIONS SUBTOTAL 625,030 584,960 812,535 788,695 (23,840) INFORMATION TECH FUND TOTAL: 1,788,045 1,804,830 2,046,985 2,044,365 (2,620) Funding: ALLOCATION FROM L&W FUND (459,075) (480,240) (533,175) (536,250) 3,075 ALLOCATION FROM GENERAL FUND (1,328,970) (1,324,590) (1,513,810) (1,508,115) (5,695) Total Funding (1,788,045) (1,804,830) (2,046,985) (2,044,365) (2,620) 138 ADMINISTRATIVE SERVICES CFD/APFA DEBT SERVICE PROGRAM COMMENTARY PROGRAM DESCRIPTION: The Community Facilities District (CFD) and Azusa Public Financing Authority (APFA) budget divisions of the Administrative Services Department reflect 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 CFDs, as well as the administrative and debt service requirements of the APFA, 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 Cost 6315 $4,100 6320 $10,000 6345 $23,500 6399 $8,500 6423 $35,000 7001 $3,066,875 7005 $385,000 Interest Expense - Interest payments on the two CFD Bond issues 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 ADMINISTRATIVE SERVICES - CFD DEBT SERVICE ACTIVITY DETAIL Account Number Description 140 BUDGET UNIT:VARIOUS ADMIN SERVICES - CFD DEBT SERVICE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS ROSEDALE CFD 6315 Accounting/Auditing Service - 2,100 2,165 2,000 (165) 6320 Fiscal Agent Fees - - 8,000 8,000 - 6345 Program Consultants 2,250 12,041 20,000 20,000 - 6399 Professional Services/Other 1,750 - 4,500 4,500 - 6423 Administrative Allocation - 33,002 - - - 7001 Interest Expense 3,514,930 3,055,641 3,511,825 2,559,905 (951,920) 7005 Principal Payment 105,000 165,000 305,000 290,000 (15,000) SUBTOTAL 3,623,930 3,267,784 3,851,490 2,884,405 (967,085) MOUNTAIN COVE CFD 6315 Accounting/Auditing Services - 2,100 2,165 2,100 (65) 6320 Fiscal Agent Fees - - 2,000 2,000 - 6345 Program Consultants 1,650 4,516 3,500 3,500 - 6399 Professional Services/Other - - 4,000 4,000 - 6423 Administrative Allocation 35,000 35,000 35,000 35,000 - 7001 Interest Expense - - 510,995 506,970 (4,025) 7005 Principal Payment - - 80,000 95,000 15,000 7009 Bank Service Charge - 2,000 2,000 2,000 - SUBTOTAL 36,650 43,616 639,660 650,570 10,910 CFD DEBT SERVICE TOTAL:3,660,580 3,311,400 4,491,150 3,534,975 (956,175) 141 Budget Division: ADMINISTRATIVE SERVICES - CFD MAINTENANCE FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 FY 10-11 FY 11-12 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 $25,980 $25,980 Parks Maint Wrkr I 520 520 $9,070 $8,820 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, .575 FTE Admin Serv-Finance, .025 FTE CDBG TOTAL 0.45 0.45 $51,080 $51,080 TOTAL 520 520 $9,070 $8,820 Full Time Positions Part Time Positions 142 BUDGET UNIT:VARIOUS ADMIN SERVICES - CFD MAINT-ROSEDALE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL ROSEDALE CFD - ADMINISTRATION 6003 Salaries/Regular 19,035 44,915 50,275 51,080 805 6015 Salaries/Vacation 2,490 2,380 - - - 6024 Salaries/Sick Leave 1,175 1,765 - - - 6045 Salaries/Education Incentive 400 - - - - 6069 Allowance/Vehicle - 340 - - - 6101 PERS/Employee Contribution 1,630 3,495 3,575 3,635 60 6105 PERS/Employer Contribution 2,785 5,840 5,880 6,525 645 6109 PARS/Employer Contribution 295 1,020 1,005 1,040 35 6125 FICA/Employer Contrib/Med 455 820 845 850 5 6140 Life Insurance Allocation 85 125 135 135 - 6155 Workers' Comp Allocation 925 1,990 2,045 2,045 - 6160 LTD Insurance Allocation 235 590 390 397 7 6165 Unemployment Allocation 30 50 60 60 - 6175 Benefits/Flex Plan 5,425 6,135 7,000 7,235 235 6180 Deferred Comp/Employer Paid 395 445 485 485 - SUBTOTAL 35,360 69,910 71,695 73,485 1,790 ROSEDALE CFD - PARKS MAINTENANCE 6006 Salaries/Temp & Part-Time 3,775 8,115 9,070 8,820 (250) 6101 PERS/Employee Contribution 150 575 695 675 (20) 6105 PERS/Employer Contribution 260 955 1,110 1,180 70 6109 PARS/Employer 35 - - - - 6125 FICA/Employer Contrib/Med 55 120 130 125 (5) 6155 Workers' Comp Allocation 150 325 365 355 (10) 6165 Unemployment Allocation 5 10 10 5 (5) SUBTOTAL 4,430 10,100 11,380 11,160 (220) PERSONNEL SUBTOTAL 39,790 80,010 83,075 84,645 1,570 143 Cost 3725420000 / 3745810143 6345 $5,000 6399 $20,000 6423 $35,000 6493 $52,670 6554 $4,100 6560 $8,600 ADMINISTRATIVE SERVICES - CFD MAINTENANCE ACTIVITY DETAIL Account Number Description 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 144 BUDGET UNIT:VARIOUS ADMIN SERVICES - CFD MAINT-ROSEDALE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 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 235,000 35,000 35,000 35,000 - SUBTOTAL 239,790 39,825 60,000 60,000 - ROSEDALE CFD - PARKS MAINTENANCE 6493 Outside Services & Repairs 19,105 20,650 51,135 52,670 1,535 6554 Supplies/Custodial & Cleaning 765 610 6,050 4,100 (1,950) 6560 Repair Parts - 40 11,600 8,600 (3,000) 6563 Supplies/Special 20 20 - - - SUBTOTAL 19,890 21,320 68,785 65,370 (3,415) OPERATIONS SUBTOTAL 259,680 61,145 128,785 125,370 (3,415) TRANSFERS OUT ROSEDALE CFD - ADMINISTRATION 5950 Transfer To Other Funds - - 149,820 150,285 150,285 SUBTOTAL - - 149,820 150,285 150,285 TRANSFERS OUT SUBTOTAL - - 149,820 150,285 150,285 ROSEDALE CFD-2005-1 FUND TOTAL: 299,470 141,155 361,680 360,300 (1,380) 145 Cost 6610 $14,000 7001 $2,890,570 7005 $655,000 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 146 BUDGET UNIT:VARIOUS ADMIN SERVICES - APFA DEBT SERVICE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE OPERATIONS APFA-DEBT SERVICE/1994 SEWER COPs 6610 Bond Administration 2,750 775 4,500 4,500 - 7001 Interest Expense 118,065 112,363 106,315 99,990 (6,325) 7005 Principal Payments 100,000 105,000 115,000 115,000 - SUBTOTAL 220,815 218,138 225,815 219,490 (6,325) APFA-DEBT SERVICE/2003 CIP COPS 6610 Bond Administration 8,400 4,625 4,500 4,500 - 7001 Interest Expense 145,750 140,590 134,560 127,590 (6,970) 7005 Principal Payments 215,000 215,000 225,000 230,000 5,000 SUBTOTAL 369,150 360,215 364,060 362,090 (1,970) APFA-DEBT SERVICE/2006 WATER CIP BONDS 6610 Bond Administration - - 5,000 5,000 - 7001 Interest Expense 2,692,190 2,686,588 2,675,090 2,662,990 (12,100) 7005 Principal Payments - 280,000 295,000 310,000 15,000 SUBTOTAL 2,692,190 2,966,588 2,975,090 2,977,990 2,900 OPERATIONS SUBTOTAL 3,282,155 3,544,941 3,564,965 3,559,570 (5,395) APFA DEBT SERVICE FUND TOTAL: 3,282,155 3,544,941 3,564,965 3,559,570 (5,395) Funding: Transfer From General Fund (369,150) (360,215) (364,060) (362,090) (1,970) Transfer From Sewer Fund (220,815) (218,138) (225,815) (219,490) (6,325) Transfer From Light and Water (2,692,190) (2,966,588) (2,975,090) (2,977,990) 2,900 Total Funding (3,282,155) (3,544,941) (3,564,965) (3,559,570) (5,395) 147 THIS PAGE INTENTIONALLY LEFT BLANK 148 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. 149 Cost 1090000000 6108 $42,000 6133 $318,470 6670 $1,570,210 6760 $500,000 6827 $132,180 7070 $135,100 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 ADMINISTRATIVE SERVICES - CITYWIDE ACTIVITY DETAIL Account Number Description 150 BUDGET UNIT:1090000000 ADMIN SERVICES - CITYWIDE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL 6095 Salary Savings - - (150,000) (206,620) (56,620) 6108 PARS Administration Fees 28,500 30,750 42,000 42,000 - 6133 Retiree Health Premium Reimb 225,280 236,555 297,065 318,470 21,405 PERSONNEL SUBTOTAL 253,780 267,305 189,065 153,850 (35,215) OPERATIONS 6399 Professional Services/Other 10,750 21,440 12,000 12,000 - 6670 IT Allocation 1,554,900 1,373,935 1,516,680 1,570,680 54,000 6760 Insurance Allocation 500,000 500,000 500,000 500,000 - 6827 Garage Allocation 150,765 118,785 139,015 132,180 (6,835) 7001 Interest Expense 19,860 18,360 16,860 15,360 (1,500) 7070 Property Tax Administration 123,960 131,340 132,000 135,100 3,100 OPERATIONS SUBTOTAL 2,360,235 2,163,860 2,316,555 2,365,320 48,765 TRANSFERS OUT 5950 Transfer To Other Funds 3,818,045 3,900,765 3,748,850 3,765,240 16,390 5951 Transfer To APFA 337,150 365,705 364,060 362,090 (1,970) TRANSFERS OUT SUBTOTAL 4,155,195 4,266,470 4,112,910 4,127,330 14,420 CITY-WIDE TOTAL 6,769,210 6,697,635 6,618,530 6,646,500 27,970 Funding: TRANSFER IN - SEWER FUND (6,000) (11,500) (6,000) (11,500) 5,500 TRANSFER IN - L&W FUND (79,590) (101,660) (94,660) (98,070) 3,410 GENERAL FUND TOTAL (6,683,620) (6,584,475) (6,517,870) (6,536,930) 19,060 Total Funding (6,769,210) (6,697,635) (6,618,530) (6,646,500) 27,970 151 Cost 4190000000 6133 $23,630 ADMINISTRATIVE SERVICES- EMPLOYEE BENEFIT FUND ACTIVITY DETAIL Account Number Description Deferred Comp/Employer Paid - Retiree annuity 152 BUDGET UNIT:4190000000 EMPLOYEE BENEFIT FUND DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #08-09 09-10 10-11 11-12 VARIANCE PERSONNEL 6133 Deferred Comp/Employer Paid 80,685 23,425 27,320 23,630 (3,690) PERSONNEL SUBTOTAL 80,685 23,425 27,320 23,630 (3,690) EMPLOYEE BENEFIT FUND TOTAL 80,685 23,425 27,320 23,630 (3,690) Funding: TRANSFER IN - L&W FUND (15,655) (15,655) (18,260) (15,790) 2,470 TRANSFER IN - GENERAL FUND (65,030) (7,770) (9,060) (7,840) 1,220 Total Funding (80,685) (23,425) (27,320) (23,630) 3,690 153 THIS PAGE INTENTIONALLY LEFT BLANK 154