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05. Admin Services-FY1213_201210041507040091
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 92 FINANCE DEPARTMENT PROGRAM COMMENTARY PROGRAM DESCRIPTION: The Finance 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 12-13 PROGRAM HIGHLIGHTS: Provide financial support and absorb accounting duties for Successor Agency. Update post-retirement benefits actuary. Implement payroll impacts from contracted Memorandum of Understandings (MOUs). Monitor inter-governmental budget impacts, especially at the State level. 93 Budget Division: FINANCE - ACCOUNTING FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Allocation Allocation Salary Salary Admin Services Director/CFO (a)0.650 0.000 $112,265 $0 Dept Intern 1,040 0 $11,275 $0 Finance Director(b)0.000 0.650 0 90,585 Controller(c)0.575 0.000 53,440 0 Executive Assistant to Admin Srvcs Dir 0.800 1.000 50,050 62,560 Senior Accountant(d)1.300 1.300 110,090 110,090 Budget Analyst 1.000 0.000 76,330 0 Accountant(e)0.730 0.788 51,620 55,725 Junior Accountant/Payroll Specialist 1.000 1.000 63,640 63,640 Accounts Payable Specialist 1.000 1.000 62,560 62,560 Account Specialist II(f)0.700 0.000 37,350 0 (a).25 FTE-CFD Rosedale; .05 FTE-L&W Admin.; .05 FTE-PW Engineering (b).25 FTE-CFD Rosedale; .05 FTE-L&W Admin.; .05 FTE-PW Engineering (c) FY 2011-12: .10 FTE Sr Nutrition, .20 FTE Admin Serv-CFD Maint-Rosedale, .025 FTE CDBG; FY 2012-13: .075 FTE Sr Nutr., .30 FTE CFD Rosedale, .016 FTE CDBG (d .05 FTE Roadway Maintenance, .10 FTE Sewer, .25 FTE Prop A, .05 FTE Engineering, .25 FTE Prop C (e) FY 2011-12: .27 FTE CDBG; FY 2012-13: 0.212 FTE CDBG (f) .30 FTE Business License TOTAL 7.755 5.738 $617,345 $445,160 TOTAL 1,040 0 $11,275 $0 Full Time Positions Part Time Positions 94 BUDGET UNIT: 1045810000 FINANCE - ACCOUNTING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL 6003 Salaries/Regular 599,385 533,455 617,345 445,160 (172,185) 6006 Salaries/Temp & Part-Time 9,340 10,510 11,275 - (11,275) 6012 Salaries/Comp-Time 630 950 - - - 6015 Salaries/Vacation 34,745 43,390 - - - 6024 Salaries/Sick Leave 26,330 11,380 - - - 6027 Salaries/Bereavement 1,380 1,050 - - - 6033 Overtime Pay/Premium 970 305 3,000 1,000 (2,000) 6045 Salaries/Education 1,305 385 - - - 6048 Salaries/Language Pay 5,765 5,625 5,470 5,265 (205) 6063 Salaries/Jury Duty 295 230 - - - 6069 Allowances/Vehicle 1,470 - - - - 6101 PERS/Employee Contribution 47,085 41,910 43,885 31,735 (12,150) 6105 PERS/Employer Contribution 78,660 69,470 79,115 59,090 (20,025) 6109 PARS/Employer Contribution 11,345 13,020 10,175 3,625 (6,550) 6125 FICA/Employer Contrib/Med 11,155 9,925 10,935 7,840 (3,096) 6133 Retiree Health Premium Reimb 1,050 1,295 1,280 1,365 85 6140 Life Insurance Allocation 1,745 1,545 1,665 1,200 (465) 6155 Workers' Comp Allocation 27,190 24,275 25,365 18,055 (7,310) 6160 LTD Insurance Allocation 5,985 5,370 4,805 3,465 (1,340) 6165 Unemployment Allocation 705 635 755 540 (215) 6175 Benefits/Flex Plan 117,340 110,945 120,070 89,080 (30,990) 6180 Deferred Comp/Employer Paid 6,570 5,370 6,140 4,150 (1,990) PERSONNEL SUBTOTAL 990,445 891,040 941,280 671,570 (269,711) 95 Cost 1045810000 6220 $500 6230 $700 6235 $500 6315 $50,140 6493 $14,500 6530 $4,800 6850 $3,500Lease Payments - Copy machine lease at Finance-Light and Water location and Neopost mailing machine costs shared equally with Business License division. FINANCE - ACCOUNTING ACTIVITY DETAIL Account Number Description 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. Office Supplies - Supplies such as binders, paper, tabs, toner for check printer, etc. 96 BUDGET UNIT: 1045810000 FINANCE - ACCOUNTING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS 6220 Training Schools 530 1,210 700 500 (200) 6230 Dues & Subscriptions 910 865 700 700 - 6235 Meetings & Conferences 4,170 820 1,700 500 (1,200) 6240 Mileage Reimbursement 305 185 150 150 - 6315 Accounting/Auditing Services 49,975 42,470 50,140 50,140 - 6399 Professional Services/Other - 100 - - - 6493 Outside Services & Repairs 13,835 15,740 14,500 14,500 - 6503 Books 195 100 - - - 6504 Computer Software/Licensing - 290 200 300 100 6518 Postage 5 50 50 50 - 6521 Messenger Service 50 65 50 50 - 6527 Supplies/Computer/Small 225 - - - - 6530 Office Supplies 9,795 4,290 5,000 4,800 (200) 6539 Printing, Binding & Duplicating 1,350 1,355 1,500 1,500 - 6563 Supplies/Special 15 215 200 200 - 6564 Supplies/Medical-Dental 265 - - - - 6572 Office Furniture & Equipment 90 - - - - 6850 Lease Payments 3,845 2,460 4,000 3,500 (500) 6915 Utilities/Telephone 800 895 600 600 - OPERATIONS SUBTOTAL 86,360 71,110 79,490 77,490 (2,000) GENERAL FUND TOTAL: 1,076,805 962,150 1,020,770 749,060 (271,711) 97 THIS PAGE INTENTIONALLY LEFT BLANK 98 FINANCE DEPARTMENT 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 12-13 PROGRAM HIGHLIGHTS: Expand and administer the City’s purchasing card program to improve operating efficiency and reduce costs. Evaluation of City’s warehousing operations and review of alternatives. Adopt revised Purchasing Policies and Procedures in accordance with Amended Ordinance. 99 Budget Division: FINANCE - PURCHASING FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Allocation Allocation Salary Salary Purchasing Officer 1.00 1.00 $67,700 $69,580 Stores Yard Asst 1,560 0 $26,940 $0 Account Specialist III 1.00 0.00 61,700 0 Store Keeper 1.00 1.00 58,300 59,030 TOTAL 3.00 2.00 $187,700 $128,610 TOTAL 1,560 0 $26,940 $0 Full Time Positions Part Time Positions 100 BUDGET UNIT:1045830000 FINANCE - PURCHASING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL 6003 Salaries/Regular 158,575 159,485 187,700 128,610 (59,090) 6006 Salaries/Temp & Part-Time 30,785 29,480 26,940 - (26,940) 6012 Salaries/Comp-Time 30 - - - - 6015 Salaries/Vacation 13,065 12,985 - - - 6024 Salaries/Sick Leave 9,760 8,530 - - - 6027 Salaries/Bereavement - 830 - - - 6033 Overtime Pay/Premium - - 1,000 1,000 - 6045 Salaries/Education Incentive 5 - - - - 6047 Salaries/Bonuses 4,290 - - - - 6048 Salaries/Language Pay 15 - - - - 6075 Vacation Pay-Off - - - 6,785 6,785 6101 PERS/Employee Contribution 15,215 15,215 15,140 9,060 (6,080) 6105 PERS/Employer Contribution 25,395 25,240 27,285 16,870 (10,415) 6109 PARS/Employer Contribution 2,715 2,715 2,850 2,905 55 6125 FICA/Employer Contrib/Med 2,615 2,595 2,745 2,380 (366) 6133 Retiree Health Premium Reimb 1,070 1,315 1,300 1,380 80 6140 Life Insurance Allocation 495 495 500 340 (160) 6155 Workers' Comp Allocation 8,835 8,625 8,625 5,185 (3,440) 6160 LTD Insurance Allocation 1,365 1,365 1,460 1,000 (460) 6165 Unemployment Allocation 240 240 265 165 (100) 6175 Benefits/Flex Plan 47,060 48,555 51,075 34,440 (16,635) 6180 Deferred Comp/Employer Paid 540 540 540 - (540) PERSONNEL SUBTOTAL 322,070 318,210 327,425 210,120 (117,306) 101 Cost 1045830000 6230 $300 6493 $250 6551 $2,000 FINANCE - 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) Outside Services & Repairs - Equipment repairs and services Fuel & Oil - Gasoline and oil for Central Stores delivery vehicle 102 BUDGET UNIT:1045830000 FINANCE - PURCHASING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS 6201 Uniforms & Laundry 1,575 1,855 1,600 1,600 - 6220 Training Schools - 130 - - - 6230 Dues & Subscriptions 425 375 300 300 - 6235 Meetings & Conferences 200 325 - - - 6493 Outside Services & Repairs - - 250 250 - 6521 Messenger Service 40 - - - - 6530 Office Supplies 1,520 1,060 750 750 - 6536 Supplies/Reprographics - - 50 50 - 6539 Printing, Binding & Duplicating 805 290 100 100 - 6551 Fuel and Oil 1,310 2,465 2,000 2,000 - 6554 Supplies/Custodial & Cleaning 90 - 300 300 - 6560 Repair Parts 20 - 6563 Supplies/Special 685 825 750 750 - 6566 Small Tools 25 - - - - 6569 Small Equipment 170 - - - - 6572 Office Furniture & Equipment - 175 200 200 - 6825 Maint & Repair / Vehicle 1,215 45 500 500 - 6835 Maint & Repair/Equipment 10 240 1,010 1,010 - 6845 Maint/Office Furniture & Equip 1,100 - - - - 6915 Utilities/Telephone 1,370 1,765 1,000 1,000 - OPERATIONS SUBTOTAL 10,540 9,570 8,810 8,810 - GENERAL FUND TOTAL: 332,610 327,780 336,235 218,930 (117,306) 103 Cost 1045950000 6536 $8,500 6563 $2,900 FINANCE - PRINTING SERVICES ACTIVITY DETAIL Account Number Description Supplies/Reprographics - Paper for copiers and printers in City Hall and Finance Supplies/Special - Toners, special parts for copiers, etc. 104 BUDGET UNIT: 1045950000 FINANCE - PRINTING DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS 6530 Office Supplies 130 - - - - 6536 Supplies/Reprographics 7,495 7,855 9,000 8,500 (500) 6539 Printing, Binding & Duplicating 1,075 - 3,000 - (3,000) 6563 Supplies/Special 3,145 2,650 - 2,900 2,900 6835 Maint & Repair/Equipment 370 - - - - OPERATIONS SUBTOTAL 12,215 10,505 12,000 11,400 (600) GENERAL FUND TOTAL: 12,215 10,505 12,000 11,400 (600) 105 THIS PAGE INTENTIONALLY LEFT BLANK 106 FINANCE DEPARTMENT 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 12-13 PROGRAM HIGHLIGHTS: Business License Division staff will be conducting both routine and targeted audits to recover escaped revenue. 107 Budget Division: FINANCE - BUSINESS LICENSE FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Allocation Allocation Salary Salary Revenue Supervisor 1.00 1.00 $75,415 $75,415 Field Enf. Officer 1,664 1,664 $49,070 $49,070 Account Specialist III(a)0.50 0.50 29,595 29,595 Account Specialist II(b)0.30 0.00 16,010 0 Account Specialist I(a)0.50 0.50 23,375 23,375 (a) Jobshare positions (b) .70 FTE Administrative Services-Finance TOTAL 2.30 2.00 $144,395 $128,385 TOTAL 1,664 1,664 $49,070 $49,070 Full Time Positions Part Time Positions 108 BUDGET UNIT:1045630000 FINANCE - BUSINESS LICENSE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL 6003 Salaries/Regular 137,785 140,290 144,395 128,385 (16,010) 6006 Salaries/Temp & Part-Time 30,305 38,855 49,070 49,070 - 6012 Salaries/Comp-Time 70 580 - - - 6015 Salaries/Vacation 9,245 10,545 - - - 6024 Salaries/Sick Leave 3,145 2,950 - - - 6027 Salaries/Bereavement - 410 - - - 6048 Salaries/Language Pay 605 605 600 600 - 6063 Salaries/Jury Duty 195 - - - - 6101 PERS/Employee Contribution 12,795 13,705 13,425 12,580 (845) 6105 PERS/Employer Contribution 21,355 22,740 24,155 23,395 (760) 6125 FICA/Employer Contrib/Med 3,070 3,300 3,280 3,030 (250) 6133 Retiree Health Premium Reimb 1,050 1,295 1,280 1,365 85 6140 Life Insurance Allocation 400 415 385 340 (45) 6155 Workers' Comp Allocation 7,255 7,770 7,590 7,120 (470) 6160 LTD Insurance Allocation 1,145 1,175 1,125 1,000 (125) 6165 Unemployment Allocation 185 200 225 210 (15) 6175 Benefits/Flex Plan 34,070 36,390 36,410 30,890 (5,520) 6180 Deferred Comp/Employer Paid 1,280 1,295 1,240 1,080 (160) PERSONNEL SUBTOTAL 263,955 282,520 283,180 259,065 (24,115) 109 Cost 1035630000 6230 $150 6235 $750 6315 $1,000 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 $1,750 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 $2,700 6915 $1,500 7009 $16,000 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 FINANCE - BUSINESS LICENSE ACTIVITY DETAIL Account Number Description Dues & Subscriptions - California Municipal Revenue & Tax Association Dues 110 BUDGET UNIT:1045630000 FINANCE - BUSINESS LICENSE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS 6230 Dues & Subscriptions 140 50 150 150 - 6235 Meetings & Conferences 620 150 750 750 - 6240 Mileage Reimbursement 50 - - - - 6301 Legal Fees - 16,060 15,000 - (15,000) 6315 Accounting/Auditing Services - - 3,500 1,000 (2,500) 6493 Outside Services & Repairs 1,470 1,355 1,500 1,500 - 6504 Computer Software/Licensing 180 - - - - 6518 Postage - - 100 100 - 6527 Supplies/Comp/Small Equipment 925 - - - - 6530 Office Supplies 2,000 2,035 2,000 2,000 - 6539 Printing, Binding & Duplicating 2,225 1,415 1,200 1,200 - 6551 Fuel and Oil 1,030 1,620 1,500 1,750 250 6563 Supplies/Special 535 10 250 250 - 6572 Office Furniture & Equipment 295 - - - - 6605 Filing Costs - - 50 50 - 6815 Maintenance & Repair/Building - - 100 100 - 6825 Maint & Repair / Vehicle 1,320 370 500 500 - 6850 Lease Payments 3,845 2,460 3,950 2,700 (1,250) 6915 Utilities/Telephone 1,415 1,465 900 1,500 600 7009 Bank Service Charge 11,095 15,095 13,000 16,000 3,000 7015 Tax/Property 30 - - - - 7080 Refund 7,165 7,125 1,500 1,500 - OPERATIONS SUBTOTAL 34,340 49,210 45,950 31,050 (14,900) GENERAL FUND TOTAL: 298,295 331,730 329,130 290,115 (39,015) 111 THIS PAGE INTENTIONALLY LEFT BLANK 112 ADMINISTRATIVE SERVICES HUMAN RESOURCES - PERSONNEL SERVICES DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: As part of Administrative Services, the Human Resources Department strives to provide assistance to all departments in developing a high- quality and diverse workforce that supports and sustains a productive customer oriented, safe and stable work environment. Personnel Services is a division of Human Resources responsible for a variety of support functions, including but not limited to benefits administration, employment records management, recruitment/testing, employer/employee relations, training, employee development, contract negotiations, and new employee orientation. STRATEGIC GOALS: Implement new and continue existing training programs (ethics, performance evaluation, employee relations, Executive and Supervisory development). Streamline & modernize personnel processes to reduce expenses and improve efficiency. Negotiate and implement five Memorandum of Understandings (MOUs). FY 12-13 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. 113 Budget Division: ADMINISTRATIVE SERVICES - HUMAN RESOURCES (PERSONNEL) FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Allocation Allocation Salary Salary Director of Human Resources 1.00 1.00 $109,700 $109,700 Human Resources Technician 1.00 1.00 59,695 59,695 TOTAL 2.00 2.00 $169,395 $169,395 TOTAL 0 0 $0 $0 Full Time Positions Part Time Positions 114 BUDGET UNIT:1050921000 HUMAN RESOURCES - PERSONNEL SRV DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL 6003 Salaries/Regular 51,430 58,575 169,395 169,395 - 6012 Salaries/Comp-Time 1,665 70 - - - 6015 Salaries/Vacation 4,315 425 - - - 6024 Salaries/Sick Leave 3,385 915 - - - 6033 Overtime Pay/Premium 210 - 300 300 - 6069 Allowances/Vehicle - - 5,400 5,400 - 6101 PERS/Employee Contribution 4,165 4,225 11,915 11,915 - 6105 PERS/Employer Contribution 6,950 7,005 21,495 22,205 710 6109 PARS/Employer Contribution - - 4,390 4,390 - 6125 FICA/Employer Contrib/Med 975 940 3,005 2,995 (10) 6133 Retiree Health Premium Reimb 2,315 2,600 2,570 2,735 165 6140 Life Insurance Allocation 155 160 465 465 - 6155 Workers' Comp Allocation 2,370 2,400 6,990 6,990 - 6160 LTD Insurance Allocation 460 460 1,320 1,320 - 6165 Unemployment Allocation 65 60 205 205 - 6175 Benefits/Flex Plan 14,445 15,205 32,385 31,595 (790) 6180 Deferred Comp/Employer Paid 540 540 2,700 2,700 - PERSONNEL SUBTOTAL 95,180 93,580 262,535 262,610 75 115 Cost 1050921000 6220 $200 6230 $3,600 6235 $900 6301 $4,000 6350 $3,400 6399 $2,650 6563 $1,015 6601 $3,000 6850 $700 Dues/Subscriptions - California Public Employers Labor Relations Association (CALPELRA) Membership($350.00); Business & Legal Occupational Safety and Health Administration (OSHA) Compliance($750); Lexis Nexis; Liebert, Cassidy Consortium($2,500.00) 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 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 Lease 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 116 BUDGET UNIT:1050921000 HUMAN RESOURCES - PERSONNEL SRV DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS 6220 Training Schools 8,375 2,585 200 200 - 6230 Dues & Subscriptions 3,365 3,370 3,600 3,600 - 6235 Meetings & Conferences 485 1,070 800 900 100 6240 Mileage Reimbursement 335 660 300 300 - 6301 Legal Fees - 9,430 4,000 4,000 - 6350 Medical Services 5,600 9,065 3,400 3,400 - 6399 Professional Services/Other 117,940 113,610 2,650 2,650 - 6405 Commission Meetings Expense 2,550 2,000 3,000 3,000 - 6480 Insurance Claims Administration - 680 - - - 6493 Outside Services & Repairs 325 290 300 300 - 6518 Postage 135 210 300 350 50 6527 Supplies/Computer/Small Equip 95 - - - - 6530 Office Supplies 2,140 2,080 1,000 1,000 - 6545 Fingerprinting 1,840 2,645 2,500 2,500 - 6563 Supplies/Special 965 670 1,015 1,015 - 6572 Office Furniture & Equipment 845 - - - - 6601 Advertising Expense 5,065 2,895 1,500 3,000 1,500 6635 Oral Board Costs 700 605 1,000 1,000 - 6736 Employee Assistant Program 6,910 6,300 7,000 7,000 - 6835 Maint & Repair/Equipment - - 75 75 - 6850 Lease Payments 2,700 595 700 700 - 6915 Utilities/Telephone 225 280 300 300 - OPERATIONS SUBTOTAL 160,595 159,040 33,640 35,290 1,650 GENERAL FUND TOTAL: 255,775 252,620 296,175 297,900 1,725 117 THIS PAGE INTENTIONALLY LEFT BLANK 118 ADMINISTRATIVE SERVICES HUMAN RESOURCES - RISK MANAGEMENT DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: Risk Management is a division of Human Resources responsible for a variety of support functions, including special projects as directed by the Director of Administrative Services and/or City Manager. The Division’s ongoing responsibilities include: workers compensation, liability, City and special event insurance, safety 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 12-13 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. Develop a medical “Bill Review” system for liability claims. 119 Budget Division: ADMINISTRATIVE SERVICES - RISK MANAGEMENT FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Allocation Allocation Salary Salary Senior HR/Risk Management Analyst 1.00 1.00 $76,095 $76,095 Human Resources Technician 1.00 0.00 58,675 0 TOTAL 2.00 1.00 $134,770 $76,095 TOTAL 0 0 $0 $0 Full Time Positions Part Time Positions 120 BUDGET UNIT:4250923000 HUMAN RESOURCES - RISK MGT DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL 6003 Salaries/Regular 125,980 127,465 134,770 76,095 (58,675) 6012 Salaries/Comp-Time 135 185 - - - 6015 Salaries/Vacation 7,590 1,010 - - - 6024 Salaries/Sick Leave 3,330 5,480 - - - 6033 Overtime Pay/Premium 1,695 1,525 - - - 6063 Salaries/Jury Duty - 1,465 - - - 6075 Vacation Pay-Off - - - 2,935 2,935 6091 Leave Liability Adjustments 3,640 (870) - - - 6101 PERS/Employee Contribution 9,640 9,540 9,490 5,355 (4,135) 6105 PERS/Employer Contribution 16,100 15,825 17,115 9,975 (7,140) 6109 PARS/Employer Contribution 4,870 5,665 4,880 4,880 - 6125 FICA/Employer Contrib/Med 2,290 2,400 2,415 1,325 (1,090) 6140 Life Insurance Allocation 365 360 355 200 (155) 6155 Workers' Comp Allocation 5,525 5,465 5,390 3,045 (2,345) 6160 LTD Insurance Allocation 1,055 1,055 1,050 590 (460) 6165 Unemployment Allocation 150 160 165 90 (75) 6175 Benefits/Flex Plan 28,895 30,250 31,660 15,445 (16,215) 6180 Deferred Comp/Employer Paid 2,345 2,340 2,340 1,800 (540) PERSONNEL SUBTOTAL 213,605 209,320 209,630 121,735 (87,895) 121 Cost 4250923000 6230 $250 6235 $250 6480 $28,700 6563 $1,200 6710 $537,275 6715 $666,275 6720 $282,955 6740 $290,000 6745 $400,000 6755 $347,725 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 Merriweather & Williams (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 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. 122 BUDGET UNIT:4250923000 HUMAN RESOURCES - RISK MGT DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS 6220 Training Schools - - 400 - (400) 6225 Training Materials 780 - - - - 6230 Dues & Subscriptions 160 180 250 250 - 6235 Meetings & Conferences - - 500 250 (250) 6480 Ins Claims Administration 28,405 29,645 28,700 28,700 - 6493 Outside Services and Repairs 625 100 - - - 6521 Messenger Service 115 95 200 200 - 6563 Supplies/Special 545 305 1,800 1,200 (600) 6701 Fidelity Bonds 8,415 10,045 10,000 - (10,000) 6710 Ins/General Liability Premiums 246,900 291,585 305,000 537,275 232,275 6715 Ins/Fire & Casualty Premiums 557,445 646,635 584,000 666,275 82,275 6720 Ins/Workers Comp Premiums 239,510 250,740 252,000 282,955 30,955 6740 Claims Expense/Liability 249,230 738,220 250,000 290,000 40,000 6740 Claims Expense/Liability - RDA Liability 38,195 10,080 - - - 6740 Claims Expense/Liability - Utility Liability 75,270 39,755 50,000 10,000 (40,000) 6745 Claims Expense/Workers Comp 550,265 71,725 565,000 400,000 (165,000) 6755 Claims Expense/Unemployment 27,290 20,740 25,000 347,725 322,725 OPERATIONS SUBTOTAL 2,023,150 2,109,850 2,072,850 2,564,830 491,980 RISK MGMT. FUND TOTAL 2,236,755 2,319,170 2,282,480 2,686,565 404,085 123 THIS PAGE INTENTIONALLY LEFT BLANK 124 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. Upgrade ITRON Time of Use Meter Reading system Implementation of FIVE9 call center FY 12-13 PROGRAM HIGHLIGHTS: Increase bandwidth. Maintain infrastructure integrity with limited budget. 125 Budget Division: ADMINISTRATIVE SERVICES - INFORMATION TECHNOLOGY FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Allocation Allocation Salary Salary Director of Information Technology 1.00 1.00 $132,500 $132,500 GIS Intern 780 0 $8,455 $0 Information Systems Manager 2.00 2.00 206,055 206,055 Senior Information Technology Analyst 3.00 2.70 258,750 233,075 Information Technology Analyst 3.00 2.00 207,615 137,090 Executive Assistant to Admin Srvcs Dir (a)0.20 0.00 12,515 0 (a) .80 FTE Administrative Services-Finance TOTAL 9.20 7.70 $817,435 $708,720 TOTAL 780 0 $8,455 $0 Full Time Positions Part Time Positions 126 BUDGET UNIT: ALL FUND 48 DIVISIONS-INFORMATION TECH (SUMMARY) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED VARIANCE Acct. #09-10 10-11 11-12 12-13 PERSONNEL 6003 Salaries/Regular 726,795 743,830 817,435 708,720 (108,715) 6006 Salaries/Temp & Part-Time 8,115 7,835 8,455 - (8,455) 6012 Salaries/Comp-Time 8,775 3,315 - - - 6015 Salaries/Vacation 47,030 57,320 - - - 6024 Salaries/Sick Leave 22,695 19,860 - - - 6027 Salaries/Bereavement 485 - - - - 6033 Overtime Pay/Premium 5,140 6,735 - - - 6039 Salaries/Standby 4,815 13,505 20,000 3,000 (17,000) 6048 Salaries/Language Pay 6,280 6,270 6,240 5,280 (960) 6063 Salaries/Jury Duty 1,215 405 - - - 6066 Allowances/Uniform 1,520 1,520 2,400 1,600 (800) 6069 Allowances/Vehicle 5,425 5,425 5,400 5,400 - 6072 Salaries/Injury 795 875 - - - 6091 Leave Liability Adjustments 11,035 6,640 - - - 6101 PERS/Employee Contribution 57,315 58,565 57,205 50,730 (6,475) 6105 PERS/Employer Contribution 95,760 97,090 105,305 94,205 (11,100) 6109 PARS/Employer 18,455 28,410 18,835 18,510 (325) 6125 FICA/Employer Contrib/Med 12,745 12,780 13,350 12,235 (1,116) 6140 Life Insurance Allocation 2,150 2,180 2,215 1,920 (295) 6155 Workers' Comp Allocation 33,150 34,125 34,315 28,900 (5,415) 6160 LTD Insurance Allocation 6,505 6,605 6,360 5,515 (845) 6165 Unemployment Allocation 905 900 1,005 850 (155) 6175 Benefits/Flex Plan 133,650 140,150 146,360 119,625 (26,735) 6180 Deferred Comp/Employer Paid 9,115 9,105 9,105 8,295 (810) PERSONNEL SUBTOTAL 1,219,870 1,263,445 1,253,985 1,064,785 (189,201) 127 BUDGET UNIT:Fund 48 INFORMATION TECHNOLOGY (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL CITY COMPUTER SERVICES 6003 Salaries/Regular 255,575 267,235 293,375 198,280 (95,095) 6006 Salaries/Temp & Part-Time 5,410 5,745 6,200 - (6,200) 6012 Salaries/Comp-Time 1,145 715 - - - 6015 Salaries/Vacation 19,415 20,715 - - - 6024 Salaries/Sick Leave 10,965 8,070 - - - 6033 Overtime Pay/Premium 2,875 3,285 - - - 6039 Standby Pay/Premium 600 - 4,000 - (4,000) 6048 Salaries/Language Pay 2,165 2,110 2,100 480 (1,620) 6063 Salaries/Jury Duty 160 205 - - - 6069 Allowance/Vehicle 3,160 2,715 2,700 2,700 - 6072 Salaries/Injury 200 220 - - - 6091 Leave Liability Adjustments 5,185 2,630 - - - 6101 PERS/Employee Contribution 20,355 21,030 20,050 14,115 (5,935) 6105 PERS/Employer Contribution 34,000 34,865 37,675 26,190 (11,485) 6109 PARS/Employer Contribution 4,710 8,500 4,540 4,300 (240) 6125 FICA/Employer Contrib/Med 3,915 4,020 4,240 3,375 (865) 6140 Life Insurance Allocation 760 780 800 540 (260) 6155 Workers' Comp Allocation 11,895 12,285 12,350 8,060 (4,290) 6160 LTD Insurance Allocation 2,400 2,430 2,285 1,545 (740) 6165 Unemployment Allocation 315 320 360 235 (125) 6175 Benefits/Flex Plan 48,675 50,450 52,600 31,240 (21,360) 6180 Deferred Comp/Employer Paid 3,085 2,905 2,905 2,205 (700) SUBTOTAL 436,965 451,230 446,180 293,265 (152,915) 128 BUDGET UNIT:Fund 48 INFORMATION TECHNOLOGY (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE POLICE INFORMATION SYSTEMS 6003 Salaries/Regular 226,470 227,020 252,810 163,810 (89,000) 6006 Salaries/Temp & Part-Time 2,705 2,090 2,255 - (2,255) 6012 Salaries/Comp-Time 7,120 1,940 - - - 6015 Salaries/Vacation 8,225 21,585 - - - 6024 Salaries/Sick Leave 5,470 4,640 - - - 6027 Salaries/Bereavement 485 - - - - 6033 Overtime Pay/Premium 1,235 1,610 - - - 6039 Standby Pay/Premium 4,030 13,505 13,000 - (13,000) 6048 Salaries/Language Pay 2,800 2,955 2,940 2,760 (180) 6063 Salaries/Jury Duty - 100 - - - 6066 Allowances/Uniform 1,520 1,370 1,600 1,600 - 6069 Allowances/Vehicle 1,020 1,355 1,350 - (1,350) 6091 Leave Liability Adjustments 2,980 2,030 - - - 6101 PERS/Employee Contribution 17,715 18,245 17,825 12,005 (5,820) 6105 PERS/Employer Contribution 29,600 30,245 32,840 22,225 (10,615) 6109 PARS/Employer Contribution 7,775 10,215 7,355 5,285 (2,070) 6125 FICA/Employer Contrib/Med 4,275 4,335 4,390 2,875 (1,515) 6140 Life Insurance Allocation 665 680 685 445 (240) 6155 Workers' Comp Allocation 10,270 10,815 10,895 6,665 (4,230) 6160 LTD Insurance Allocation 1,950 2,020 1,965 1,275 (690) 6165 Unemployment Allocation 300 295 320 200 (120) 6175 Benefits/Flex Plan 40,440 44,065 46,090 30,115 (15,975) 6180 Deferred Comp/Employer Paid 3,075 3,105 3,105 2,060 (1,045) SUBTOTAL 380,125 404,220 399,425 251,320 (148,105) 129 BUDGET UNIT:Fund 48 INFORMATION TECHNOLOGY (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE LW INFORMATION SYSTEMS 6003 Salaries/Regular 244,750 249,575 271,250 346,630 75,380 6012 Salaries/Comp-Time 510 660 - - - 6015 Salaries/Vacation 19,390 15,020 - - - 6024 Salaries/Sick Leave 6,260 7,150 - - - 6033 Overtime Pay/Premium 1,030 1,840 - - - 6039 Standby Pay/Premium 185 - 3,000 3,000 - 6048 Salaries/Language Pay 1,315 1,205 1,200 2,040 840 6063 Salaries/Jury Duty 1,055 100 - - - 6066 Allowances/Uniform - 150 800 - (800) 6069 Allowances/Vehicle 1,245 1,355 1,350 2,700 1,350 6072 Salaries/Injury 595 655 - - - 6091 Leave Liability Adjustments 2,870 1,980 - - - 6101 PERS/Employee Contribution 19,245 19,290 19,330 24,610 5,280 6105 PERS/Employer Contribution 32,160 31,980 34,790 45,790 11,000 6109 PARS/Employer Contribution 5,970 9,695 6,940 8,925 1,985 6125 FICA/Employer Contrib/Med 4,555 4,425 4,720 5,985 1,265 6140 Life Insurance Allocation 725 720 730 935 205 6155 Workers' Comp Allocation 10,985 11,025 11,070 14,175 3,105 6160 LTD Insurance Allocation 2,155 2,155 2,110 2,695 585 6165 Unemployment Allocation 290 285 325 415 90 6175 Benefits/Flex Plan 44,535 45,635 47,670 58,270 10,600 6180 Deferred Comp/Employer Paid 2,955 3,095 3,095 4,030 935 SUBTOTAL 402,780 407,995 408,380 520,200 111,820 PERSONNEL SUBTOTAL 1,219,870 1,263,445 1,253,985 1,064,785 (189,201) 130 Cost 4849930000 6235 $500 6415 $156,770 6493 $10,800 6499 Contract Services - Matrix, SunGard, SAS Access Control, Novell, HDL $5,000 6504 $35,825 6846 $22,000 Cost 4849940000 6835 $68,200 6915 Utilities-Telephone - City phone expense, Verizon T1x3, Cingular Wireless, PDA Communications, Blackberry's $164,560 Cost 4849941000 6415 $73,000 6493 $6,000 6504 $30,475 6846 $11,150 Police Information Systems 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 Description Computer Software Services - CAD/RMS Support, Motorola MDC Support, NICE 911 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 Computer Hardware Maintenance - Laser printer services, Watchguard, Hewlett Packard, Cisco, Barracuda Meetings/Conferences - Liebert Cassidy sessions, Women Leading Government, MISAC 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, SIRSI 131 Cost 4849942000 6220 $4,000 6235 $4,000 6415 $18,000 6493 $5,440 6504 $25,050 6570 $18,000 6846 $36,450 Account Number Description Light and Water Information Systems Training Schools - Microsoft Training, Bi-Tech, MISAC Computer Hardware Maintenance - Charter Fiber, Verizon T1x3, Cisco , Watchguard, Laser printer service, Hewlett Packard Computer Software Licensing - MS Office, Verisign, Veritas, Gotomypc, McAfee, GroupWise Computer Software Services - Bi-Tech, HP, GUAVA, Civic Plus Outside Services & Repairs - JD Briggs, Iron Mountain Meetings/Conferences - Brainshare, SNUG Computer Hardware Peripherals - GovConnection, CDW-G, PC Mall 132 BUDGET UNIT: ALL FUND 48 DIVISIONS-INFORMATION TECH (SUMMARY) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED VARIANCE Acct. #09-10 10-11 11-12 12-13 OPERATIONS 6220 Training Schools 8,070 4,355 7,615 4,000 (3,615) 6230 Dues & Subscriptions 490 660 1,725 1,500 (225) 6235 Meetings & Conferences 620 250 4,445 4,500 55 6240 Mileage Reimbursement - 140,610 200 600 400 6415 Computer Software Support 208,270 82,940 246,170 247,700 1,530 6493 Outside Services & Repairs 7,450 5,685 17,600 22,240 4,640 6499 Contract Services & Fees/Other - 25,565 10,200 9,850 (350) 6503 Books 30 - - - - 6504 Computer Software/Licensing 46,555 52,460 87,350 91,350 4,000 6515 Films & Video Recordings 5,995 - - - - 6521 Messenger Service 70 215 100 100 - 6527 Supplies/Computer/Small Equipment 12,395 9,645 16,700 16,700 - 6530 Office Supplies 1,030 990 1,140 1,140 - 6563 Supplies/Special 945 2,195 2,250 2,250 - 6569 Small Equipment 8,510 7,215 14,300 16,800 2,500 6570 Computer Peripherals/Misc 24,295 29,745 25,000 25,000 - 6835 Maint & Repair/Equipment 44,005 47,065 79,200 79,200 - 6846 Computer Hardware Maint/Repair 45,275 57,665 61,300 73,800 12,500 6915 Utilities/Telephone 170,955 189,105 172,060 169,560 (2,500) OPERATIONS SUBTOTAL 584,960 656,365 747,355 766,290 18,935 INFORMATION TECH FUND TOTAL: 1,804,830 1,919,810 2,001,340 1,831,075 (170,266) Funding: ALLOCATION FROM L&W FUND (487,045) (509,000) (536,250) (677,355) 141,105 ALLOCATION FROM GENERAL FUND (1,317,785) (1,410,810) (1,465,090) (1,153,720) (283,835) Total Funding (1,804,830) (1,919,810) (2,001,340) (1,831,075) (170,266) 133 BUDGET UNIT:Fund 48 INFORMATION TECHNOLOGY (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS CITY COMPUTER SERVICES 6220 Training Schools 5,655 2,515 5,615 - (5,615) 6230 Dues & Subscriptions 490 660 1,145 1,000 (145) 6235 Meetings & Conferences 420 250 445 500 55 6240 Mileage Reimbursement - 140,515 - 200 200 6415 Computer Software Support 134,295 435 156,770 156,700 (70) 6493 Outside Services & Repairs 500 155 5,800 10,800 5,000 6499 Contract Services & Fees/Other - 25,565 6,630 5,000 (1,630) 6504 Computer Software/Licensing 15,585 25,565 31,825 35,825 4,000 6515 Films & Video Recordings 5,995 - - - - 6527 Supplies/Computer/Small Equip 3,275 2,385 3,000 3,000 - 6530 Office Supplies 425 495 490 490 - 6563 Supplies/Special 650 1,490 1,500 1,500 - 6569 Small Equipment 4,570 3,045 3,300 3,300 - 6846 Computer Hardware Maint/Repair 20,075 23,695 24,450 22,000 (2,450) 6915 Utilities/Telephone - 680 - - - SUBTOTAL 191,935 227,450 240,970 240,315 (655) BROADBAND - LIBRARY 6846 Computer Hardware Maint/Repair - 2,145 4,200 4,200 - SUBTOTAL - 2,145 4,200 4,200 - COMMUNICATION SERVICES 6569 Small Equipment 830 - - - - 6835 Maint & Repair/Equipment 36,085 41,780 68,200 68,200 - 6915 Utilities/Telephone 162,065 181,350 164,560 164,560 - SUBTOTAL 198,980 223,130 232,760 232,760 - 134 BUDGET UNIT:Fund 48 INFORMATION TECHNOLOGY (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE POLICE INFORMATION SYSTEMS 6220 Training Schools 800 35 - - - 6230 Dues & Subscriptions - - 80 - (80) 6240 Mileage Reimbursement - - - 200 200 6415 Computer Software Support 57,935 58,075 71,800 73,000 1,200 6493 Outside Services & Repairs 1,765 2,840 6,000 6,000 - 6499 Contract Services & Fees/Other - - 850 850 - 6504 Computer Software/Licensing 12,805 11,455 30,475 30,475 - 6527 Supplies/Computer/Small Equip 5,495 710 2,000 2,000 - 6530 Office Supplies 445 295 450 450 - 6563 Supplies/Special 235 220 250 250 - 6569 Small Equipment 275 1,270 500 500 - 6570 Computer Peripherals/Misc 10,830 13,355 7,000 7,000 - 6835 Maint & Repair/Equipment 7,920 5,285 11,000 11,000 - 6846 Computer Hardware Maint/Repair 11,275 9,095 11,150 11,150 - SUBTOTAL 109,780 102,635 141,555 142,875 1,320 LW INFORMATION SYSTEMS 6220 Training Schools 1,615 1,805 2,000 4,000 2,000 6230 Dues & Subscriptions - - 500 500 - 6235 Meetings & Conferences 200 - 4,000 4,000 - 6240 Mileage Reimbursement - 95 200 200 - 6415 Computer Software Support 16,040 24,430 17,600 18,000 400 6493 Outside Services & Repairs 5,185 2,690 5,800 5,440 (360) 6499 Contract Services & Fees/Other - - 2,720 4,000 1,280 6503 Books 30 - - - - 6504 Computer Software/Licensing 18,165 15,440 25,050 25,050 - 6521 Messenger Service 70 215 100 100 - 6527 Supplies/Computer/Small Equip 3,625 6,395 8,700 8,700 - 6530 Office Supplies 160 200 200 200 - 6563 Supplies/Special 60 485 500 500 - 6569 Small Equipment 2,150 2,900 3,000 3,000 - 6570 Computer Peripherals/Misc 13,465 16,390 18,000 18,000 - 135 BUDGET UNIT:Fund 48 INFORMATION TECHNOLOGY (DETAILS) DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE 6846 Computer Hardware Maint/Repair 13,925 22,730 21,500 36,450 14,950 6915 Utilities/Telephone 2,085 - - - - SUBTOTAL 76,775 93,775 109,870 128,140 18,270 LW TECHNOLOGY FUND - 6527 Supplies/Computer/Small Equip - 155 3,000 3,000 - 6569 Small Equipment 685 - 7,500 10,000 2,500 6915 Utilities/Telephone 6,805 7,075 7,500 5,000 (2,500) SUBTOTAL 7,490 7,230 18,000 18,000 - OPERATIONS SUBTOTAL 584,960 656,365 747,355 766,290 18,935 INFORMATION TECH FUND TOTAL: 1,804,830 1,919,810 2,001,340 1,831,075 (170,266) Funding: ALLOCATION FROM L&W FUND (487,045) (509,000) (536,250) (666,340) 130,090 ALLOCATION FROM GENERAL FUND (1,317,785) (1,410,810) (1,465,090) (1,164,735) (300,355) Total Funding (1,804,830) (1,919,810) (2,001,340) (1,831,075) (170,266) 136 FINANCE DEPARTMENT 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 137 Cost 6315 $4,100 6320 $10,000 6345 $23,500 6399 $8,500 6423 $35,000 7001 $3,008,220 7005 $455,000 FINANCE - 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 FINANCE - CFD DEBT SERVICE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS ROSEDALE CFD 6310 Engineering - 27,490 891,100 - - 6315 Accounting/Auditing Service 2,100 - 2,000 2,000 - 6320 Fiscal Agent Fees - - 8,000 8,000 - 6345 Program Consultants 12,041 12,750 20,000 20,000 - 6399 Professional Services/Other - - 4,500 4,500 - 6423 Administrative Allocation 33,002 2,000 - - - 7001 Interest Expense 3,055,641 2,570,608 2,555,910 2,545,985 (9,925) 7005 Principal Payment 165,000 225,000 1,217,000 360,000 (857,000) SUBTOTAL 3,267,784 2,837,848 4,698,510 2,940,485 (866,925) MOUNTAIN COVE CFD 6315 Accounting/Auditing Services 2,100 - 2,100 2,100 - 6320 Fiscal Agent Fees - - 2,000 2,000 - 6345 Program Consultants 4,516 5,955 8,190 3,500 (4,690) 6399 Professional Services/Other - - 4,000 4,000 - 6423 Administrative Allocation 35,000 35,000 35,000 35,000 - 6611 Bond Issue Expense - - 106,200 - 6612 Bond Call Premium - - 86,000 - 7001 Interest Expense - 510,995 506,970 462,235 (44,735) 7005 Principal Payment - 80,000 95,000 95,000 - 7009 Bank Service Charge 2,000 2,000 2,000 2,000 - SUBTOTAL 43,616 633,950 847,460 605,835 (49,425) CFD DEBT SERVICE TOTAL: 3,311,400 3,471,798 5,545,970 3,546,320 (1,999,650) 139 Budget Division: ADMINISTRATIVE SERVICES - CFD MAINTENANCE FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 FY 11-12 FY 12-13 Revised Adopted Revised Adopted Revised Adopted Revised Adopted Position Title Allocation Allocation Salary Salary Position Title Allocation Allocation Salary Salary City Manager(a)0.20 0.20 $16,000 $38,400 Parks Maint Wrkr I 520 520 $9,070 $8,820 Assistant City Manager(b)0.10 0.00 6,330 0 Admin Services Director/CFO (c)0.35 0.00 33,180 0 Finance Director(d)0.00 0.30 0 41,810 Controller(e)0.40 0.00 29,205 0 (a) .60 FTE Administration, .20 FTE L&W Admin (b) .90 FTE Administration (c) .65 FTE Admin Serv-Finance (d) .05 FTE L&W Admin., .05 FTE .65 FTE Admin Serv-Finance, .0377 FTE Sr. Nutrition, .0123 FTE CDBG (e) .05 FTE L&W Admin., .05 FTE .50 FTE Admin Serv-Finance TOTAL 1.05 0.50 $84,715 $80,210 TOTAL 520 520 $9,070 $8,820 Full Time Positions Part Time Positions 140 BUDGET UNIT:VARIOUS FINANCE - CFD MAINT-ROSEDALE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL ROSEDALE CFD - ADMINISTRATION 6003 Salaries/Regular 44,915 49,800 84,715 80,210 (4,505) 6015 Salaries/Vacation 2,380 2,730 - - - 6024 Salaries/Sick Leave 1,765 255 - - - 6027 Salaries/Bereavement - 240 - - 6045 Salaries/Education Incentive - - 140 - (140) 6063 Salaries/Jury Duty - 115 - - - 6069 Allowance/Vehicle 340 - 725 - (725) 6070 Allowance/Telephone - - 125 300 175 6101 PERS/Employee Contribution 3,495 3,730 6,020 5,670 (350) 6105 PERS/Employer Contribution 5,840 6,185 10,825 10,545 (280) 6109 PARS/Employer Contribution 1,020 2,470 3,650 6,005 2,355 6125 FICA/Employer Contrib/Med 820 860 1,400 1,285 (115) 6140 Life Insurance Allocation 125 130 225 215 (10) 6155 Workers' Comp Allocation 1,990 2,125 3,430 3,220 (210) 6160 LTD Insurance Allocation 590 605 660 625 (35) 6165 Unemployment Allocation 50 55 100 85 (15) 6175 Benefits/Flex Plan 6,135 6,950 10,655 8,075 (2,580) 6180 Deferred Comp/Employer Paid 445 485 990 4,250 3,260 SUBTOTAL 69,910 76,735 123,660 120,485 (3,175) ROSEDALE CFD - PARKS MAINTENANCE 6003 Salaries/Full-Time - 205 - - - 6006 Salaries/Temp & Part-Time 8,115 8,545 9,070 8,820 (250) 6101 PERS/Employee Contribution 575 605 675 675 - 6105 PERS/Employer Contribution 955 1,005 1,180 1,215 35 6125 FICA/Employer Contrib/Med 120 125 125 125 - 6155 Workers' Comp Allocation 325 350 355 355 - 6165 Unemployment Allocation 10 10 5 - (5) SUBTOTAL 10,100 10,845 11,410 11,190 (220) PERSONNEL SUBTOTAL 80,010 87,580 135,070 131,675 (3,395) 141 Cost 3725420000 / 3745810143 6345 $5,000 6399 $20,000 6423 $35,000 6493 $52,670 6554 $2,500 6560 $2,500 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 FINANCE - CFD MAINTENANCE ACTIVITY DETAIL Account Number Description 142 BUDGET UNIT:VARIOUS FINANCE - CFD MAINT-ROSEDALE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS ROSEDALE CFD - ADMINISTRATION 6345 Program Consultants - - 5,000 2,500 (2,500) 6399 Professional Services/Other - 420 20,000 20,000 - 6423 Administrative Allocation 35,000 35,000 35,000 35,000 - 6610 Bond Administration 4,825 1,250 - - - SUBTOTAL 39,825 37,370 60,000 57,500 (2,500) ROSEDALE CFD - PARKS MAINTENANCE 6493 Outside Services & Repairs 20,650 20,845 52,670 52,670 - 6554 Supplies/Custodial & Cleaning 610 530 4,100 2,500 (1,600) 6560 Repair Parts 40 230 8,600 2,500 (6,100) 6563 Supplies/Special 20 170 - - - SUBTOTAL 21,320 21,775 65,370 57,670 (7,700) ROSEDALE CFD - PROMENADE PARK 6493 Outside Services/Repair - 17,095 - - - SUBTOTAL - 17,095 - - - OPERATIONS SUBTOTAL 61,145 76,240 125,370 115,170 (10,200) TRANSFERS OUT ROSEDALE CFD - ADMINISTRATION 5950 Transfer To Other Funds - - 150,285 286,410 286,410 SUBTOTAL - 150,285 286,410 286,410 TRANSFERS OUT SUBTOTAL - - 150,285 286,410 286,410 ROSEDALE CFD-2005-1 FUND TOTAL: 141,155 163,820 410,725 533,255 122,530 143 Cost 6610 $9,625 7001 $2,770,040 7005 $560,000 FINANCE - APFA DEBT SERVICE ACTIVITY DETAIL Account Number Description Bond Administration - Cost of Trustee services and continuing disclosure services for two bond issues Interest Expense - Interest payments on two City Bond issues Principal Payments - Principle payments on two City Bond issues 7150000000/ 7160000000 144 BUDGET UNIT:VARIOUS FINANCE - APFA DEBT SERVICE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE OPERATIONS APFA-DEBT SERVICE/2003 CIP COPS 6610 Bond Administration 4,625 4,625 4,500 4,625 125 7001 Interest Expense 140,590 134,560 127,590 119,650 (7,940) 7005 Principal Payments 215,000 225,000 230,000 240,000 10,000 SUBTOTAL 360,215 364,185 362,090 364,275 2,185 APFA-DEBT SERVICE/2006 WATER CIP BONDS 6610 Bond Administration - - 5,000 5,000 - 7001 Interest Expense 2,686,588 2,675,090 2,662,990 2,650,390 (12,600) 7005 Principal Payments 280,000 295,000 310,000 320,000 10,000 SUBTOTAL 2,966,588 2,970,090 2,977,990 2,975,390 (2,600) OPERATIONS SUBTOTAL 3,326,803 3,334,275 3,340,080 3,339,665 (226,230) APFA DEBT SERVICE FUND TOTAL: 3,326,803 3,334,275 3,340,080 3,339,665 (415) Funding: Transfer From General Fund (360,215) (364,185) (362,090) (364,275) 2,185 Transfer From Light and Water (2,966,588) (2,970,090) (2,977,990) (2,975,390) (2,600) Total Funding (3,326,803) (3,334,275) (3,340,080) (3,339,665) (415) 145 THIS PAGE INTENTIONALLY LEFT BLANK 146 ADMINISTRATIVE SERVICES CITYWIDE PROGRAM COMMENTARY PROGRAM DESCRIPTION: The Citywide budget division of the Finance 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, vehicle maintenance services, information technology services, and other administrative expenses that are levied on the City as a whole. STRATEGIC GOALS: Determine efficiency of pooled services to provide cost savings. PROGRAM HIGHLIGHTS: A portion of 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 $360,115 6399 $23,340 6670 $1,223,575 6760 $671,520 6823 $18,000 6825 $30,000 7070 $135,100 Lease/Vehicles - General Fund portion of leased fleet vehicles. Maint & Repair/Vehicle - General Fund portion of maintenance costs for City-owned and leased vehicles. 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. Property Tax Administration - Annual payment to County of LA for property Tax administration. PARS Administration Fees - Administration costs for four Public Agency Retirement System (PARS) programs offered by the City Professional Services/ Other - Cost for maintenance and fencing of land. ADMINISTRATIVE SERVICES - CITYWIDE ACTIVITY DETAIL Account Number Description 148 BUDGET UNIT:1090000000 FINANCE - CITYWIDE DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL 6095 Salary Savings - - (206,620) - 206,620 6003 Salary - Area D 98,590 97,265 100,000 100,000 6108 PARS Administration Fees 30,750 52,500 42,000 42,000 - 6133 Retiree Health Premium Reimb 236,555 303,670 318,470 360,115 41,645 PERSONNEL SUBTOTAL 365,895 453,435 253,850 502,115 248,265 OPERATIONS 6399 Professional Services/Other 21,440 21,470 12,000 23,340 11,340 6530 Office Supplies - 90 - - - 6539 Printing, Binding, Duplicating - 4,195 - - 6670 IT Allocation 1,373,935 1,417,935 1,570,680 1,223,575 (347,105) 6755 Claims Expense/Unemployment - - - 371,125 371,125 6760 Insurance Allocation 500,000 500,000 500,000 671,520 171,520 6823 Lease/Vehicles - - - 18,000 18,000 6825 Maint & Repair/Vehicle - - - 30,000 6827 Garage Allocation 118,785 130,160 132,180 - (132,180) 7001 Interest Expense 18,360 16,860 15,360 600,360 585,000 7055 Uncollectible Accounts - 1,215 - - - 7056 Forgivable Loan - 261,555 - - - 7070 Property Tax Administration 131,340 135,095 135,100 135,100 - OPERATIONS SUBTOTAL 2,163,860 2,488,575 2,365,320 3,073,020 677,700 TRANSFERS OUT 5950 Transfer To Other Funds 3,900,765 4,435,430 3,907,240 4,071,530 164,290 5951 Transfer To APFA 365,705 364,085 362,090 364,275 2,185 TRANSFERS OUT SUBTOTAL 4,266,470 4,799,515 4,269,330 4,435,805 166,475 CITY-WIDE TOTAL 6,796,225 7,741,525 6,888,500 8,010,940 1,122,440 149 Cost 4190000000 6133 $24,195Deferred Comp/Employer Paid - Retiree annuity FINANCE - EMPLOYEE BENEFIT FUND ACTIVITY DETAIL Account Number Description 150 BUDGET UNIT:4190000000 FINANCE - EMPLOYEE BENEFIT FUND DESCRIPTION ACTUAL ACTUAL REVISED ADOPTED Acct. #09-10 10-11 11-12 12-13 VARIANCE PERSONNEL 6133 Deferred Comp/Employer Paid 23,425 23,635 27,320 24,195 (3,125) PERSONNEL SUBTOTAL 23,425 23,635 27,320 24,195 (3,125) EMPLOYEE BENEFIT FUND TOTAL 23,425 23,635 27,320 24,195 (3,125) 151 THIS PAGE INTENTIONALLY LEFT BLANK 152