HomeMy WebLinkAbout13.F.1. Establishing an Internal Service Fund for Information Technology (IT)-Res. No. 7001
/~.P:1.
CITY OF SHAKO PEE
Memorandum
TO: Mayor and Council
Mark McNeill, City Administrator
FROM: Gregg Voxland, Finance Director
SUBJ: Internal Service Fund for Information Technology (IT) Res. No. 7001
DATE: March 24, 2010
Introduction
Council is requested to establish an Internal Service Fund for IT items.
Background
Council has established internal service funds for major buildings, major mobile equipment, park asset
replacement and it is now proposed to establish a fund for IT items. Items would consist of computers,
printers, copiers, servers, etc. that are network components.
This fund would purchase/pay for the above items as determined by IT and the Finance Director.
Departments would be charged a proportional service fee. IT currently pays for computer replacement
except for ones that are installed in squad cars as part of up fitting new cars which are paid for by the
equipment fund. Initial money to set up the IT fund would come from transferring money from the
Employee Benefits Fund - "other post employment benefits" (OBEP) account.
The OPEB account was set up in 2008 as a result of an accounting rules change. As things settle out, it
appears that most of the cities surveyed are not fully funding the liability by setting aside money for
OPEB liability. In Shakopee's case, the liability is due solely to the "implicit rate subsidy" and is money
that will not ever paid out, based on current conditions. Therefore, I am suggesting that council reduce
the amount of cash going into the OPEB account starting in 2011 as part of the 2011 budget discussions.
Advantages of setting up the IS fund are to smooth out the cost to the operating budget for IT items
year by year. IT can better manage the network and equipment, departments don't have to plan and
budget for printers, copiers, software etc. and IT can move equipment around to be more cost efficient
and better serve the needs of the whole organization.
Funding is to be provided by charges to benefiting departments in an amount to provide adequate cash
flow over a five year time frame starting in 2011 as part ofthe 2011 budget process. Because ofthe
smaller cost of equipment involved, the focus of this fund is cash flow and not building up balances
(accumulated depreciation) for future replacement of large ticket items.
Action Requested
Offer RESOLUTION NO. 7001 A RESOLUTION ESTABLISHING AN INFORMATION TECHNOLOGY
INTERNAL SERVICES FUND and move its adoption.
~Xland
Finance Director
RESOLUTION NO. 7001
A RESOLUTION ESTABLISHING AN INFORMATION TECHNOLOGY
INTERNAL SERVICES FUND
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, COUNTY OF SCOTT, MINNESOTA, that
an Information Technology Internal Service Fund is hereby established. The purpose of the fund is to
furnish information technology and network services to the operating departments of the city. Items
covered include but is not limited to computers, printers, copiers and network connectivity devices.
BE IT FURTHER RESOLVED that a transfer of $125,000 to provide initial funding is made from the Other
Post Employment Benefits account of the Employee Benefits Internal Service Fund to the Information
Technology Fund.
Adopted in _ session of the City Council of the City of Shakopee, Minnesota held this day of
April, 2010.
Mayor of the City of Shakopee
ATTEST:
City Clerk