City Administrationl
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City Administrat ion
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Combined Summary Expenditures
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ACTUAL
ACTUAL REVISED
BUDGET
BUDGET
INCREASE
1995-96 1996-9T 1997.98 1998-99 DECREASE
Expenditures:
City Cierk 142,894 127,862 163,547 174,872 11,325
City Manager 241,422 192,942 209,286 210,005 719
Finance and Accounting 537,523 633,141 636,699 627,179 (9,520)
Human Resources 0 0 ' 114,352 129,537 15,185
Legal Counsel 70,470 103,882 81,500 80,736 (764)
Total Expenses 992309 1,057,827 1,205384 1,222 329 16 9, 45
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Resource Allocation
f Personal Services 700,117 725,409 828,115 873,645 45,530
Operating Expenses 243,495 284,554 347,406 342,184 (5,222)
CapitalOuUay 29,939 29,106 11,104 6,500 (4,604)
r' Debt Service 18,758 18,758 18,759 0 (18,759)
Transfers 0 0 0 0 0
Total Expenses 992,309 1.057,827_ 1,205384 1,222329
- -- 16,945
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1 Summary of Authorized Positions
1997.98 1998.99
City Clerk
City Clerk 1 1
'- Secretary 1 Records Manager 1 1
f . Secretary 1 1
Secretary - (Part Time) -Posi tion upgraded to full time in FY-98. 0 0
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City Manager
City Manager 1 1
Administrative Assistant 1 1
Receptionist 1 1
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` Receptionist-(Part Time) 1 1
4 4
'-' Finance and Accounting
Finance Director 1 1
Deputy Finance Director 1 1
Purchasing Agent 1 1
Utility Bitting Supervisor 1 1
Utility Accounting Clerk 1 1
Accounts Payable Clerk 1 1
Customer Service Supervisor 1 1
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` Customer Service Cashier 2 2
Computer Operator 1 1
1
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11 11
Human Resources
1
1
Human Resources Director 1 1
Personnel Coordinator
2 2
„ Legal Counsel
1
1
r City Attorney
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City Clerk
Code: 001-1007-517
Purpose:
The City Clerk's Department is responsible for a variety of duties including those listed below
• Administrative functions of the City Vazious document processing and
Commission document retention activities of the
City
• Voter registration and municipal
elections
Key Objectives:
• Continue document scanning to
reduce volume of paper records
Issues, Trends and IIighlights:
• Continued to work towards a higher
level of protection of the City's
official records and increased
efficiency in reseazching City
documents
.• Scanned and stored approximately
10 years of Commission minutes to
optical disk
• Continue purging/destruction of
obsolete documents
• Destroyed/shredded approximately
300 cubic feet of documents which
had met State of Florida retention
requirements
• Other City departments can now
connect to the City Clerk's Novell
network
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~' Wtii•kloail Data ; ~,
Activity Est. FY-98 Est. FY-97 Est. FY-96
Meetings Attended 56 46 41
Lien Letters Prepared 642 574 590
Occupational Licenses 181 174 140
Issued (New)
Occupational Licenses 683 634 652
Renewed
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CITY OF ATLANTIC BEACH
DIVISIONAL EXPENDITURES
GENERAL FUND
CITY CLERK
REVISED
ACTUAL ACTUAL BUDGET BUDGET INCREASE
SnI
c RVI
C• 1995.96 1996.97 1997-98 1998.99 DECREASE
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WAGES
Salaries and Wages 86,347 89,138 70,817 84,303 13,888
OveNme 608 407 500 1,000 300
Spedal Pay 823 3.469 1,000 2,020 1,020
SUB-TOTAL 67,778 73,012 72,117 87,323 15,206
BENEFTS
FICA 5.031 5.578 5,517 8,680 1,183
Pension 8,198 7.238 7,048 10,524 3,178
Health Inaunnce 3,238 3,711 4,121 8,081 1,960
Worker b Unemploy Camp 325 197 228 272 44
SUB-TOTAL 18.788 16.720 16.912 23.657 6.645
Total WAGES
and BENEFITS 84,566 89,732 89,029 110,880 21,851
OP ATIN • EXP NC c•
Professional Services
5,253
7,452
8,860
(8,860)
AccounUnq, Audifmq
Cantndual Services
4,949
829
20,669
1,000
(19,869)
Tnvel and Per Diem 1,292 1,088 800 100 (700)
CommuMcaUon 1,899 1,657 1,700 1,700
Postage 3,052 3,223 3,100 3,400 300
UUIiIieS
Rentals, Leases
80 400 (400)
insurance
Repairs, Maintenance
3,982
3,077
5,215
12,775
4,560
PrlnUnq, PubOshing 3,940 7,073 12,713 12,000 Q13)
AdverUsinq, PromoOon
1
000
1
000
Other Curtenl Charges
Office Supplies 1,777 815 1,450 ,
1,100 ,
(350)
OpenUng SuppBes 2,528 2,123 4,374 2,350 (2.024)
Sub, Memberships
Books 575 476 1,040 12,950 11,910
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Internal Service Charges 9.129 8,803 11,197 11,817 420
•Total Opentlnq Expanses 38,254 36,018 74,618 69,992 (14,826)
CAPITAL OUTLAY:
Und
BuBdings
Other Improvements
Equipment
20,074
2,114
4,000 ~
4,000
Venides
Total Capital Outlay 20,074 2,11A 4,000 4,000
nFBT SERVIGE•
PrlndDat
Inleresl
Other
Total Debl Service
IBANt~~.:
To
To
Other
Total Tnnafen
DIVISION TOTALS: 142,896 127,862 163,647 174,572 11.25
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City Manager
Code: 510-1002-512
Purpose:
To assist the City Commission in developing alternative policy and program proposals in the
establishment of long range goals and objectives of the City. To provide administrative guidance
to management staff in implementing Commission policies and programs and to establish a
leadership role in the community.
Kcy Objectives:
Improve the processing of and
response to citizen questions or
complaints in an efficient and timely
manner
productive manner
Provide the Commission with
adequate, pertinent information to
allow them to make prudent decisions
Carry out the goals of the
Commission so that Staff and the
Commission can address the needs
and concerns of the community in
concert
Continuously examine and monitor
City departments to ensure that the
City is operating in an effective and
Issues. Trends, highlights
• Implemented a Human Resource Department
Achieve clarity when communicating
with the public regazding the budget
process
Prepaze and imp]ement a long-range
fmancial plan
• Successfully negotiated agreements between the City and three unions
• Successfully changed health insurance to a new carrier at a substantial savings
• Successfully negotiated an agreement between the JEA and the City, resulting in enhanced
revenue for the City
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l . CITY OF ATLANTIC BEACH
DMSIONAL EXPENDRURES
INTERNAL SERVICE FUND
CITY MANAGER
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PERSONAL SERA^GES:
WAGES
Salaries and Wages
OverOme
SpedalPay
BENEFRS
FICA
Pension
Heatth Insurance
Worker b Unemploy Comp
SUB-TOTAL
Total WAGES
and BENEFITS
Professional Services
AaounOng, Auditing
Contractual Sevices
Travel and Per Diem
CommuniwUOn
Postage
UGliOes
RenUls, Leases
Insurance
Repairs, Maintenance
Printing, PubBshing
AdveNsing, PromoOon
ONer Curren! Charges
Office Supplies
Operating Suppltes
Books, T2lning, Memberships
Internal Service Charges
Total Operating Ekpensea
S;QPITAL OUTLAY:
Land
Buildings
Other Improvements
Equipment
ConsWCtlon M Progress
Total CaplGl Outlay
nFBT SERVICE:
PdnGDal
Interest
Other
Total Debt Service
I$ANSFERS:
To
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ONer
ToUI Transtars
REVISED
ACNAL ACTUAL BUDGET BUDGET INCREASE
1995-96 1998.97 1997.99 1998-99 ~ DECREASE
135,398 125,253 132,852 178,183 3,371
1,2M 48 500 500
29,281 2,118 1,795 3.300 (1,495)
163,823 127,415 178,147 139,983 1,878
11,398 8,949 10,225 10,348 121
15,820 18,182 18.582 19,461 879
10,249 10,182 12,060 11,535 (525)
655 351 MO 437 (7)
38.120 SS.664 41.307 41.779 472
204,0!3 163,079
3,204
902 2,887
1,582 1,584
3,082 2,611
13 18
179,454 181,762
897 1,000
1,079 250
2,000 2,220
100 100
408 854 960
2,092 518 750
1,611 104 500
947 79 87
5,283 1,714 1,800
1,336 1,625 2,465
2,970 2,400 1,802
11.039 12,207 15,327
34,303 26,373 27,!)23
402
3,579
b00
500
1,700
2,000
3.340
12.892
28,243
2,308
303
(769)
220
(558)
2,789
417
(100)
(485)
1,578
(2,875)
720
3,074 3,490 2,309 (2,309)
3,074 3,490 2,509 (2,109)
241A22 192,942 209,296_ 210,009 719
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Finance
Code: 520-1003-513
Purpose:
This department is responsible for the administration of all financial affairs of the City, including
City investments, budget preparation, financial information generation, utility billing and related
customer questions and complaints, purchasing, vendor payables, and data processing.
Kcy Objcctives:
Write procedures for all critical duties
with enough documentation to allow
employees new to the job to follow a
guide and complete routine, assigned
tasks
Budget and prepaze FY 1999/2000
Annual Operating Budget for
Commission approval in a timely
manner and in an understandable
format
• Request proposals for banking
services -current contract is expiring
and our service provider has been sold
• Receive clean audit opinion for FY
1997/98 with no significant
management comments
• Summarize purchasing procedures in
a concise and informative manual for
distribution to all users
• Develop a 5 year long-range plan for
the Capital Improvement Program
• Monitor compliance with FY 1998/99
Commission-approved Operating
Issues, Trends, Highlights:
Review the current utility ordinance
for revenue adequacy and make
recommendations for an update
Convert AS/400 operating system to
release version 3.2,load release
version 5.0 of HTE software, and
implement new HTE CIS utility
billing software without any impact to
customers, to achieve Year 2000
(1'2K) compliancy on all HTE
financial applications used by the City
Prepare along-range plan for
computer hazdwaze and software
requirements - develop a "road map"
Performed General Ledger cleanup of obsolete accounts and reclassified expenditures to
proper accounts, per Uniform Accounting System Manual
Assisted with financial matters surrounding privatization of Fleet Maintenance
Obtained Internet access to receive state contract information for purchasing
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• Progressed towazds a workable interpretation of gazbage tippage due the City of
Jacksonville, as provided for in the interlocal agreement
• Installed PC-based banking softwaze to provide more efficient processing and facilitate
better controls over money transfers and cash management
• Expanded capabilities of AS/400 computer system by purchasing additional memory and
communication lines - achieved an immediate 42% increase in available memory. The
upgrades were purchased as used which was a significant savings to the City.
• Prepazed year-end books and city prepazed schedules to assist in annual audit. Received a
clean audit opinion for FY 1996/97.
• Prepazed FY 1998/99 Annual Operating Budget for Commission approval.
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• Reformatted monthly financial reports to include all City funds and cash balances.
• Improved internal reports for budget analysis and continually assisted department heads in
monitoring budget and purchasing procedures.
• Reformatted the budget document from a fund type structure to a program budget structure.
,,,..~ .,~., , : :~,-` Work]oadData,.: ~ ~ ~.
Measurement Est. FY-98 Est. FY-97 Est. FY-96
Utility Bills Generated (Annually) 80,600 80,500 80,000
Delinquent Notices Generated (Ann.) 14,000 13,800 13,500
Final Bills Processed (Annually) 5.500 5,200 5,000
Accounts Payable Checks Processed (Ann.) 12,500 12,500 12,500
Purchase Orders Processed Annuall 4,100 4,000 3,500
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CITY OF ATLANTIC BEACH
DMSIONAL EXPENDITURES
INTERNAL SERVICE FUND
ACCOUNTING AND FINANCE
REVISED
ACTUAL ACTUAL BUDGET BUDGET INCREASE
PERSONAL SERVICES: 1995.96 1996.97 1997.98 1998.99 DECREASE
WAGES
Salaries end Wages 295.576 353,100 351.442 361,988 10,548
Overtime 11,210 14,244 11,000 10,000 (1,000)
Spedal Pay 14,760 10,989 17,250 13,900 (3,350)
SUB-TOTAL 321,546 378,333 379,692 385,888 6
196
BENEFTS ,
FICA 24,290 28,782 28,294 30,017 1,723
Pension 34,978 36,264 39,204 43,576 4,372
HeaIN Insunnce 18,940 22,481 17,541 19,201 1,660
Worker3Unemploy Comp 8,777 1,287 1,200 1,193 (7)
SUB-TOTAL 84.985 88.794 86.239 91.987 7.748_
Total WAGES
and BENEFITS
S S•
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X 406,631 467,127 465,931 479,675 13,944
P
TIN •
P N
Professional Services 5,014 8,315
AaounOng, AudiOng
Contradual Services 2,089 5,926
Tnvel and Per Dlem 7,101 7,641 8,000 200 (7,800)
Communice0on 7,704 10,825 10,600 14,299 3.899
Postage 22,923 22,434 ~ 24,000 25.000 1,000
U51i0es
Renuts, Leases
Insunnce 1,125 1,125 1,125 1,181 56
Repairs, Maintenance 22,595 26,402 37,390 41,238 3,848
PrinOng, PubBshing 18,281 15,576 15,925 16,700 775
Advertising, PromoOon
ONer Current Charges 764 9,338 250 (9,088)
Office SuppBes 9,082 12,328 10,500 10,500
OpenOng SupPBes 1,849 4,485 8,500 4,500 (4,000)
Books, Memberships,Tnining 1,488 550 2,850 15,850 13,200
Internal Service Charges 8,212 8,567 18,188 15,086 (1,100)
Total Openting Expenses 105,443 123,754 141,214 144,804 590
CAPITAL OUTLAY:
Land
Buildings
Other Improvements
Equipment 8,791 23,502 7,795 2,500 (5,295)
Vehides
Total Capital0utiay 6,797 23,502 7,795 2,500 (5,295)
DEBT SERVICE:
Pdndpai
18.789
17,538
18,255
(78,255)
Interest 1,969 1,220 504 (504)
Other
Total Debt Service
TRANS
ERS 18,758 18,758 18,759 (18,759)
:
F
To
To
Other
Total Tnnsfen
DIVISION TOTALS: 537.525 633.141 636,699 627.179 (9,5201
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Human Resources
Code: 550-1010-513
Purpose:
The Human Resources Department is responsible for supporting and administering the City's
personnel, regular and pension payroll, risk management, commercial and workers' compensation
insurance, and labor relations functions.
Key Objectives:
• Update the City's personnel policies Establish direct deposit
and procedures and establish new
policies where necessary Establish "how to"policies and
procedures reference manual
Issues, Trends, Highlights:
• Established Human Resources Department
• Standardized hiring processes and procedures
• Established loan program for employees within deferred compensation program
• Removed employees within City Hall from "Time Clock"
• Enrolled all employees into new benefits program
•' The City Commission approved $10,000 for assistance in teveiwing all insurance policies
for the City.
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CITY OF ATLANTIC BEACH
DMSIONAL EXPENDITURES
INTERNAL SERVICE FUND
HUMAN RESOURCES
REVISED
ACTUAL ACTUAL BUDGET BUDGET INCREASE
PERSONAL SERVICES: 1995-96 1996.97 1997.98 1998.99
' DECREASE
WAGES
Salaries and Wages 88,570 72,820 4,250
Overtime 1,500 1,000 (500)
Spedal Pay 1.000 1.000
SUB-TOTAL 71,070 74,820 3,750
BENEFITS
FICA 5,437 5,724 287
Pension ~ 7,952 9,090 1,138
Health Insurance 1,923 3,524 1,601
Workerd Unemptoy Comp 285 ~ 234 (51)
SUB-TOTAL 15.697 _ 18.572 2.975
Total WAGES
and BENEFITS
OPERATING EXPE 86,667 9],392 6,725
NSES:
Professional Services
8,750
8,126
1,378
Accounting, Auditing
Contractual Services 4,250 8,750 2,500
Travel and Per Dlem 4,500 250 (4.250)
Communiwlion 1,000 1,000
Postage 500 500
UUIiUes
Rentals, Leases
Insurance
Repairs, Maintenance 4,000 2,705 (1,295)
PrinOng, Publishing 3.500 2.000 (1,500)
AdveNSing. PromoBon
Other Current Charges 580
(560)
OMce Supplies 1,000 870 (130)
Ope2Ung Suppt(es
Books, Training and Memberships ~ 825 4,875 4,250
Inlemal Service Charges 9.069 _ 9.069
Totai OparaOng Fxponses 26,685 ]8,145 9,460
CAPITAL Ol1TLAY•
Land
BuBdings
Other Improvements
Epuipment 1,000 (1,000)
Total CapIWI Outlay
D
S 1,000 (1,000)
EBT
ERVICE:
Prindpal
Interest
Other
Total Debt Servcea
TRANSFERS:
To Aid Governmental Agendas
To Aid Private OrganlzaUOns
ONer
Total Tnnsfora
DIVISION TOTALS: 114.352 129,637 i151~
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Legal Counsel
Code:001-1004-514
Purpose:
The purpose of this program is to provide legal services, including ordinance interpretation, legal
opinion, negotiation, litigation, etc., requested by the Commission, City Manager or management
staff.
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Key Objectives:
The City Attorney is appointed by the City Commission and acts as the legal advisor for the
municipality and all of its officers in matters relating to their official duties. The attomey
prepazes all contracts, bonds, and other instruments in which the City is concerned and
endorses on each his approval of the form and correctness thereof. When required to do so
by the City Commission, prosecutes and defends, for and on behalf of the City, all
complaints, suits and proceedings in which the City is a party. The attomey furnishes the
Commissioners, City Manager or department heads of the City an opinion on any question
of law relating to their respective powers and duties.
Issues, Trends and Highlights:
Legal counsel for code enforcement issues and labor negotiations continues to be provided
by outside contractors. Legal counsel for pension issues is included in the Pension program.
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CITY OF ATLANTIC BEACH
DMSIONAL EXPENDITURES
GENERAL FUND
LEGAL COUNSEL
REVISED
ACTUAL ACTUAL BUDGET BUDGET INCREASE
1996.96 1996.97 1997-98 1998.99 DECREASE
PERSONAL SERVIGB
WAGES
Salaries and Wages
Overtime
SpedalPay
SUBTOTAL
BENEFTS
FICA
Pension
Health Insurance
Worker d Unemptoy Camp
SUB-TOTAL
Total WAGES
and BENEFITS
Professional Services
Aetounting, Audinng
ConVadual Services
Travel and Per Diem
CommunlwUon
Postage
UOIiUes
Renlats, Leases
Insurance
Repairs, Maintenance
PdnOng, Publishing
Advertising, Promotion
Other Cunenl Charges
orrr~ suppnee
Operonng SuppOes
Books, Trelning and Memberships
Intemat Service Charges
Total Operating E><ponsos
APITA OKAY:
Land
Buildings
Other Improvements
EQulpment
ConsWCOOn N Progress
Total Capital Outlay
^FBT SERVIGE•
Prindpal
Interest
ONer
Total Dobt Sorvlee
TRANSFERS:
To
To
Other
Total Transfers
DIVISION TOTALS:
4,977 5,477 7,034 7,738 702
4,977 8,471 7.034 7.736 702
4,977 6,471 7,034 7,736 T02
24,000 24,000 73,966 72,000 (1,966)
866 795 500 (500)
40,627 73,818
65,493 99,411
1,000 -
74,466 73,000 (1,466)
70.470 103,882 81,600 80.736 (7641