City Administration City Administration
Combined Summary of Revenues and Expenses
Actual Actual Estimate Budget Increase
2009-2010 2010-2011 2011-2012 2012-2013 (Decrease)
Revenues:
General Fund Resources 2,236,513 2,450,845 2,531,865 2,349,849 (182,016)
Total Revenues 2,236,513 2,450,845 2,531,865 2,349,849 (182,016)
Expenses:
City Clerk 220,147 238,582 237,028 256,946 19,918
City Manager 413,616 500,980 320,587 266,721 (53,866)
Finance and Accounting 934,895 979,919 1,083,246 1,066,166 (17,080)
Information Technology 370,616 404,209 523,963 462,679 (61,284)
Human Resources 198,817 205,296 247,741 189,719 (58,022)
Legal Counsel 98,422 121,859 119,300 107,618 (11,682)
Total Expenses 2,236,513 2,450,845 2,531,865 2,349,849 (182,016)
Resource Allocation:
Personal Services 1,788,691 1,932,369 1,924,385 1,782,826 (141,559)
Operating Expenses 394,607 472,940 453,196 479,023 25,827
Capital Outlay 53,215 45,536 154,284 88,000 (66,284)
Transfers 0 0 0 0 0
Total Resource Allocation: 2,236,513 2,450,845 2,531,865 2,349,849 (182,016)
Summary of Authorized Positions
2011-2012 2012-2013
City Clerk
City Clerk 1.00 1.00
Secretary/Records Clerk 1.00 1.00
Secretary 1.00 1.00
3.00 3.00
City Manager
City Manager 1.00 1.00
Assistant City Manager 1.00 0.00
Community Redevelopment Cooridinator 0.50 0.00
Administrative Assistant 1.00 1.00
3.50 2.00
Finance
Finance Director 1.00 1.00
Deputy Finance Director 1.00 1.00
Accountant 1.00 1.00
Purchasing Agent 1.00 1.00
Utility Billing Supervisor 1.00 1.00
Utility Specialist 1.00 1.00
Accounts Payable Clerk 1.00 1.00
Customer Service Super. 1.00 1.00
Customer Service Rep. 2.00 2.00
Meter Reader 2.00 2.00
12.00 12.00
Information Technology
Computer Network Director 1.00 1.00
Computer Network and PC/Server Technician 2.00 2.00
3.00 3.00
Human Resources
Human Resources Director 1.00 1.00
Human Resources Assistant 1.00 1.00
2.00 2.00
Legal Counsel
City Attorney 1.00 1.00
Total 24.50 23.00
31
City Clerk
Purpose:
The City Clerk's Department is responsible for a variety of duties including those listed below.
• Administrative functions of the City Commission
• Secretary to the Code Enforcement Board
• Member of the Board Member Review Committee
• Custodian of official City records in accordance with State guidelines
• Processing and issuing local business tax receipts
• Conducting municipal elections
• Notarizing City documents
• Preparing, maintaining, certifying and recording city liens with the County Clerk of
the Courts
• Administering oaths
• Preparing agendas and minutes for City Commission meetings, Board Member
Review Committee meetings and Code Enforcement Board meetings
• Custodian of the City Seal
Key Objective:
• Continue document imaging(in-house only)
• Reduce the volume of obsolete records by purging/destroying documents that have
met State retention requirements
• Continue to upgrade and improve records filing, retrieval and research capabilities
Issues, Trends and Highlights:
In 2013, the City Clerk will conduct City elections, a Primary Election and, if required, a General
(Run-off) Election. The City Clerk acts as the City's Supervisor of Elections which includes
providing election information and timelines to citizens and candidates, qualifying the
candidates, monitoring required reports, preparing resolutions for approving election workers,
advertising, participating in canvassing and declaring the results, preparing resolutions for
certifying the results, and administering the oath of office.
Workload Data:
Between June 2011 —May 2012, the City Clerk staff:
• Attended 52 evening or weekend meetings
• Prepared 337 lien letters
• Issued 136 new Business Tax Receipts
• Issued 643 renewed Business Tax Receipts
• Issued 18 transferred Business Tax Receipts
32
City Administration
City Clerk
Actual Actual Estimate Budget Increase
PERSONNEL SERVCES 2009-2010 2010-2011 2011-2012 2012-2013 (Decrease)
Wages
Salaries and Wages 136,322 134,430 128,537 127,277 (1,260)
Overtime 1,978 1,888 2,000 2,000 0
Special Pay 4,340 3,626 1,500 1,500 0
Sub-Total 142,640 139,944 132,037 130,777 (1,260)
Benefits
FICA 10,452 10,263 10,101 10,006 (95)
Pension 20,675 25,063 32,260 35,503 3,243
Health and Life Insurance 24,418 26,124 34,600 36,203 1,603
Worker and Unemploy Comp 491 237 300 517 217
Sub-Total 56,036 61,687 77,261 82,229 4,968
Total Wages and Benefits 198,676 201,631 209,298 213,006 3,708
OPERATING EXPENSES
Professional Services
Contract Services 591 14,145 980 14,545 13,565
Local Travel 150 50 60 100 40
Communications 820 787 700 800 100
Postage 336 12 450 450 0
Utilities
Rentals and Leases 250 250 250
Insurance
Repairs and Maintenance 1,924 1,799 2,000 2,000 0
Printing and Publishing 12,718 12,116 17,740 20,095 2,355
Advertising and Promotions
Other Current Charges 202 3,196 500 500 0
Office Supplies 1,260 885 1,200 1,300 100
Operating Supplies 885 1,057 825 925 100
Books,Training,Memberships 2,585 2,654 3,275 2,975 (300)
Internal Service Charges
Total Operating Expenses 21,471 36,951 27,730 43,940 16,210
CAPITAL OUTLAY
Land
Buildings
Infrastructure Improvements
Vehicles
Equipment
Total Capital Outlay 0 0 0 0 0
DEBT SERVICE
Principal
Interest
Other
Total Debt Service 0 0 0 0 0
TRANSFERS
To
To
Total Transfers 0 0 0 0 0
DIVISION TOTALS 220,147 238,582 237,028 256,946 19,918
33
City Manager
Purpose:
To administer and enforce the enactments of the City Commission; to assist the
Commission in making policy and program decisions; and, to otherwise administer the
affairs of the City.
Key Objectives:
• Prepare a long-range financial plan
• To assist the Commission annually to establish a Strategic Plan and then to supervise the
accomplishment of established priorities
• Continuously examine and monitor city departments to ensure that the City is operating
in an effective and productive manner
• Provide the Commission with adequate, pertinent and clear information to allow them to
make prudent decisions
• Ensure that the handling of citizen complaints is done in an efficient, timely and
professional manner
• Communicate with citizens and the press to maintain an open and responsive atmosphere
necessary in a democratic government
• Carry out the goals, objectives and policies established by the City Commission
Issues, Trends and Highlights:
• The position of Assistant City Manager became vacant early in 2012 and has been
omitted from the FY 13 budget to reduce cost. The workload of the ACM has been
reassigned to the City Manager and several Depai linent Heads.
• The position of Mayport Redevelopment Director was eliminated in FY 2012 and
responsibilities were combined with other vacant positions into one job in the Building
and Zoning Department.
34
City Administration
City Manager
Actual Actual Estimate Budget Increase
2009-2010 2010-2011 2011-2012 2012-2013 (Decrease)
PERSONNEL SERVCES
Wages
Salaries and Wages 292,793 346,128 204,454 177,986 (26,468)
Overtime 29 0 50 50 0
Special Pay 29,825 42,637 32,423 15,767 (16,656)
Sub-Total 322,647 388,765 236,927 193,803 (43,124)
Benefits
FICA 20,761 25,213 18,125 12,538 (5,587)
Pension 31,426 36,059 28,168 26,042 (2,126)
Health and Life Insurance 24,225 34,474 26,400 22,063 (4,337)
Worker and Unemploy Comp 1,211 1,989 400 765 365
Sub-Total 77,623 97,735 73,093 61,408 (11,685)
Total Wages and Benefits 400,270 486,500 310,020 255,211 (54,809)
OPERATING EXPENSES
Professional Services 25 50 50 0
Contract Services
Local Travel 1,130 624 117 (117)
Communications 2,163 2,386 1,100 760 (340)
Postage 20
Utilities
Rentals and Leases 120
Insurance
Repairs and Maintenance 36
Printing and Publishing 45 145 150 150 0
Advertising and Promotions
Other Current Charges 631 181 350 500 150
Office Supplies 35 114 100 150 50
Operating Supplies 1,399 2,611 1,200 1,000 (200)
Books,Training,Memberships 7,943 8,218 7,500 8,900 1,400
Internal Service Charges
Total Operating Expenses 13,346 14,480 10,567 11,510 943
CAPITAL OUTLAY
Land
Buildings
Infrastructure Improvements
Vehicles
Equipment
Total Capital Outlay 0 0 0 0 0
DEBT SERVICE
Principal
Interest
Other
Total Debt Service 0 0 0 0 0
TRANSFERS
To
To
Total Transfers 0 0 0 0 0
DIVISION TOTALS 413,616 500,980 320,587 266,721 (53,866)
35
Finance and Administration
Purpose:
This department is responsible for the administration of all financial affairs of the City,
including: investments,budget preparation, annual financial report generation, payroll tax
reporting, regulatory and management reporting, grant and pension financial reporting,
utility billing, purchasing, and vendor payables.
Key Objectives:
• To continue to provide citizens and management with unqualified audit opinions annually
• To prepare and monitor the annual operating budget and long term financial plan
• To provide customers of the utility system with excellent customer service
• To provide timely and efficient procurement support for all departments
• To assist management with financial and performance analysis to aid in decision making
Issues, Trends and Highlights:
• Received an unqualified audit opinion for FY 2011, with no management comments.
• Financing arrangements for a new well, sewer plant upgrades, odor control and a sludge
drying facility are complete.
• Financial Administration of 16 grants including two energy efficiency grants
Workload Data Measurement FY-11 FY-10 FY-09 FY-08
Utility Bills Generated 95,937 95,628 96,293 95,866
Delinquent Notices Generated 22,213 21,500 20,979 23,091
Accounts Payable Checks Processed 5,191 5,307 5,588 5,704
Purchase Orders Processed 2,600 2,640 2,754 2,935
Grants Financially Administered 16 9 7 8
36
City Administration
Finance and Administration Department
Actual Actual Estimate Budget Increase
2009-2010 2010-2011 2011-2012 2012-2013 (Decrease)
PERSONNEL SERVCES
Wages
Salaries and Wages 566,869 570,883 556,000 556,113 113
Overtime 4,695 4,595 3,500 2,500 (1,000)
Special Pay 9,501 18,034 67,000 17,125 (49,875)
Sub-Total 581,065 593,512 626,500 575,738 (50,762)
Benefits
FICA 42,486 44,122 47,927 43,804 (4,123)
Pension 80,377 95,198 126,833 135,898 9,065
Health and Life Insurance 59,826 69,585 92,650 102,320 9,670
Worker and Unemploy Comp 4,354 2,696 3,000 4,398 1,398
Sub-Total 187,043 211,601 270,410 286,420 16,010
Total Wages and Benefits 768,108 805,113 896,910 862,158 (34,752)
OPERATING EXPENSES
Professional Services 42,300 41,450 47,126 54,000 6,874
Contract Services 214 73 0 (73)
Local Travel 141 114 125 100 (25)
Communications 4,753 5,127 5,300 5,888 588
Postage 38,973 40,771 41,000 41,000 0
Utilities
Rentals and Leases 1,356 1,299 1,428 470 (958)
Insurance
Repairs and Maintenance 37,726 38,114 39,500 40,400 900
Printing and Publishing 23,658 23,565 25,200 24,300 (900)
Advertising and Promotions
Other Current Charges 1 2,134 0 (2,134)
Office Supplies 5,642 6,139 6,100 6,100 0
Operating Supplies 6,495 10,221 9,100 11,300 2,200
Books,Training,Memberships 5,529 4,607 5,450 5,450 0
Total Operating Expenses 166,787 171,408 182,536 189,008 6,472
CAPITAL OUTLAY
Land
Buildings
Infrastructure Improvements
Vehicles 15,000 15,000
Equipment 3,398 3,800 (3,800)
Total Capital Outlay 0 3,398 3,800 15,000 11,200
DEBT SERVICE
Principal
Interest
Other
Total Debt Service 0 0 0 0 0
TRANSFERS
To General Fund
To
Total Transfers 0 0 0 0 0
DIVISION TOTALS 934,895 979,919 1,083,246 1,066,166 (17,080)
37
Information Technology Division
Purpose: The Information Technology Division relies on its own internal staff,
plus the assistance of external partners, to provide all computer related
services for the City.
Over 150 City employees at 15 city locations are provided voice and data
services. More than 160 desktop and laptop computers utilize the data
network comprised of underground fiber and wireless bridges, giving
access to business applications such as email, document management
systems, police record management systems, City website, and data file
storage. Most business applications are run on Intel servers, with the
City's enterprise application (SunGard's HTE) run on an IBM i-Series.
Information Technology provides acquisition and support of all computers,
printers, copiers, and telephone systems used throughout the City.
Along with the day-to-day support, the Information Technology Division
carries responsibility for long range information system planning and
maintenance of services.
Key Objectives for 2012 / 2013:
• Begin the transition to a new enterprise application
• Continue the upgrade of our desktop operating system to Windows 7
• Extend the fiber network to Water Plant #2
• Replace City Hall copier
Highlights for 2011 / 2012:
• Installed a new Document Management system
• Upgraded the capacity of the Internet link to City Hall
• Replaced three application servers
• Replaced the phone system in the Chambers building
• Replaced the copier in the Police Department
38
City Administration
Information Technology
Actual Actual Estimate Budget Increase
2009-2010 2010-2011 2011-2012 2012-2013 (Decrease)
PERSONNEL SERVCES
Wages
Salaries and Wages 170,361 172,230 171,461 171,539 78
Overtime 595 0 0
Special Pay 1,782 4,159 3,300 1,975 (1,325)
Sub-Total 172,738 176,389 174,761 173,514 (1,247)
Benefits
FICA 12,471 12,730 13,300 13,276 (24)
Pension 25,837 31,319 43,032 47,849 4,817
Health and Life Insurance 20,444 22,350 31,238 31,905 667
Worker and Unemploy Comp 604 299 598 685 87
Sub-Total 59,356 66,698 88,168 93,715 5,547
Total Wages and Benefits 232,094 243,087 262,929 267,229 4,300
OPERATING EXPENSES
Professional Services
Contract Services 6,028 5,450 8,000 10,000 2,000
Local Travel 276 250 250 0
Communications 13,319 13,315 20,000 24,900 4,900
Postage 206 225 250 250 0
Utilities
Rentals and Leases
Insurance
Repairs and Maintenance 47,337 56,875 60,000 65,000 5,000
Printing and Publishing 61
Advertising and Promotions
Other Current Charges
Office Supplies 40 234 250 250 0
Operating Supplies 14,792 39,160 18,000 18,000 0
Books,Training,Memberships 3,585 3,388 3,800 3,800 0
Total Operating Expenses 85,307 118,984 110,550 122,450 11,900
CAPITAL OUTLAY
Land
Buildings
Infrastructure Improvements
Vehicles
Equipment 53,215 42,138 150,484 73,000 (77,484)
Total Capital Outlay 53,215 42,138 150,484 73,000 (77,484)
DEBT SERVICE
Principal
Interest
Other
Total Debt Service 0 0 0 0 0
TRANSFERS
Total Transfers 0 0 0 0 0
DIVISION TOTALS 370,616 404,209 523,963 462,679 (61,284) 39
Human Resources
Purpose:
The Human Resource Department is responsible for supporting all Human Resource functions
plus: payroll (employee and retiree), risk management, employee benefit programs (health, life,
dental, vision, and pre-tax 457/401 investments), workers' compensation insurance and claims,
employer insurance and claims (property, liability, automobile, etc.), negotiation of and
administration of two union contracts (Local 630 "Blue Collar" and Police unions), and
processing employee retirements.
Key Objectives:
• Recruit and hire the best possible applicants for employment.
• Complete contract negotiations with the City's two unions.
• Maintain the City's Personnel Policy and Procedures Manual.
• Maintain the City's Employee and Retiree payroll systems.
• Continue Supervisory training.
• Establish Employee Wellness Program.
• Re-evaluate Employee Benefits Package.
Issues, Trends, Highlights:
• Employees did not receive a Merit or COLA pay adjustment on October 1, 2011 for the
third straight year. Employees with one year of service as of 09/30/11 received a lump
sum Appreciation Bonus of$556.11. This was awarded if the employee received an
evaluation of"Meets Requirements" or better.
• For the budget year 2011-2012,health insurance benefits were again restructured due to
rising costs.
Workload data (Calendar Year data for Full Time employees)
2011 2010 2009 2008
Employees 113 118 118 117
Hire actions 8 13 14 16
Resignations and Terminations 7 9 10 10
Retirement Changes (Additions/Deletions) 7/0 2/3 2/4 4/0
Retirees Total (Net) 63 54 55 57
40
City Administration
Human Resources
Actual Actual Estimate Budget Increase
2009-2010 2010-2011 2011-2012 2012-2013 (Decrease)
PERSONNEL SERVCES
Wages
Salaries and Wages 127,479 128,878 122,915 118,186 (4,729)
Overtime 0 0
Special Pay 8,970 8,835 42,000 4,740 (37,260)
Sub-Total 136,449 137,713 164,915 122,926 (41,989)
Benefits
FICA 10,261 10,400 12,616 9,404 (3,212)
Pension 19,333 23,422 36,704 20,219 (16,485)
Health and Life Insurance 9,766 10,848 13,745 14,570 825
Worker and Unemploy Comp 456 232 448 485 37
Sub-Total 39,816 44,902 63,513 44,678 (18,835)
Total Wages and Benefits 176,265 182,615 228,428 167,604 (60,824)
OPERATING EXPENSES
Professional Services 4,450 4,450 148 (148)
Contract Services 8,828 9,119 8,410 8,850 440
Local Travel
Communications 703 760 802 800 (2)
Postage 10 18 25 100 75
Utilities
Rentals and Leases
Insurance
Repairs and Maintenance 5,008 5,008 5,008 5,010 2
Printing and Publishing 110 28 925 150 (775)
Advertising and Promotions
Other Current Charges 2 22 0
Office Supplies 1,190 1,252 1,000 1,200 200
Operating Supplies 786 589 1,500 3,430 1,930
Books,Training,Memberships 1,465 1,435 1,495 2,575 1,080
Total Operating Expenses 22,552 22,681 19,313 22,115 2,802
CAPITAL OUTLAY
Land
Buildings
Infrastructure Improvements
Vehicles
Equipment
Total Capital Outlay 0 0 0 0 0
DEBT SERVICE
Principal
Interest
Other
Total Debt Service 0 0 0 0 0
TRANSFERS
To General Fund
To
Total Transfers 0 0 0 0 0
DIVISION TOTALS 198,817 205,296 247,741 189,719 (58,022)
41
Legal Counsel
Purpose:
The purpose of this program is to provide legal services, including ordinance
interpretation, legal opinion, negotiation, litigation, etc., requested by the City
Commission, City Manager or City staff
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
attorney prepares 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,
complaints, suits and proceedings in which the City is a party. The attorney furnishes the
City 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, labor negotiations, and specialized employee
labor issues continue to be provided by outside contractors. Legal counsel for pension
issues is included in the Pension program.
42
City Administration
Legal Counsel
Actual Actual Estimate Budget Increase
2009-2010 2010-2011 2011-2012 2012-2013 (Decrease)
PERSONNEL SERVCES
Wages
Salaries and Wages
Overtime
Special Pay
Sub-Total 0 0 0 0 0
Benefits
FICA
Pension
Health and Life Insurance 13,278 13,423 16,800 17,618 818
Worker and Unemploy Comp
Sub-Total 13,278 13,423 16,800 17,618 818
Total Wages and Benefits 13,278 13,423 16,800 17,618 818
OPERATING EXPENSES
Professional Services 84,416 108,436 102,500 90,000 (12,500)
Contract Services
Local Travel
Communications
Postage
Utilities
Rentals and Leases
Insurance
Repairs and Maintenance
Printing and Publishing
Advertising and Promotions
Other Current Charges
Office Supplies
Operating Supplies
Books,Training,Memberships 728
Internal Service Charges
Total Operating Expenses 85,144 108,436 102,500 90,000 (12,500)
CAPITAL OUTLAY
Land
Buildings
Infrastructure Improvements
Vehicles
Equipment
Total Capital Outlay 0 0 0 0 0
DEBT SERVICE
Principal
Interest
Other
Total Debt Service 0 0 0 0 0
TRANSFERS
To
To
Total Transfers 0 0 0 0 0
DIVISION TOTALS 98,422 121,859 119,300 107,618 (11,682)
43
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