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Home My WebLink About5.B.4. Finance/Clerk 83 Department: City Clerk 2013 Budget Information Department Overview: The City Clerk's office is responsible for administering elections, issuance of licenses, maintenance of Council minutes and records, preparation of agenda's, publication of legal notices, documentation, recording and retrieval of official records, customer service related to above activities and strong coordination of information to other City departments, as well as other municipal agencies and the public. Staffing Update: • City Clerk — Position restructured during 2012, blended with Finance Director position • Deputy City Clerk • Record Clerk — position will now assist Deputy City Clerk with elections and related tasks • Part time Receptionists (2) — responsible for City Hall front counter coverage • Finance Support Staff — Secretary — provides for Council meeting support 2013 Budget Highlights: The 2012 election will address the constitutional amendment related to Voter Identification. The Secretary of State's office has held several preliminary meetings regarding the anticipated costs and changes that may occur if this amendment is approved. Staff has increased several line items for 2013, based on information known to date, but this issue will not be fully addressed until after the November state -wide election. The 2013 election budget provides for the local election, and if the above mentioned amendment is approved, this election will be required to comply with mandates as defined by the Secretary of State's office. The Records Imaging unit of the Clerks' office continues to expand the use of Laserfiche technology, as well as enhancing the training to City staff, to better implement the benefits of this useful technology. The training and membership budgets reflect a greater emphasis on updating the skills required to most effectively use this program. The physical re- location of the City Clerks' office near the Finance office has allowed for a greater integration of agenda planning, meeting minute review and recording, coordination of issues that surface related to licensing, development agreements, citizen requests and responses. This has also allowed for staff to cross train and provide "on the job" experience sharing with employees who are updating their skills by taking on new tasks. Capital Requests: No capital requests. Boards /Commissions /Committees Integration: H /budget /budget2013 /department budgeting reports /department summary 84 City Council meetings EDA Meetings Other meetings as assigned Future Budget Year Issues: Election related issues, and potential election judge training requirements Continuing training and skill building related to Records Retention, ensuring compliance with State mandates Future or Potential Policy Issues and Discussions: To maintain a strong system of recording City records. This will require the continued efforts of staff to educate and update departments on the flow, maintenance and destruction of records. Moving toward a more technology driven system of records will be the on -going goal of the Clerks department. H /budget /budget2013 /department budgeting reports /department summary 2013 Preliminary Budget as Division: CITY CLERK Annual Annual Annual Object Actual Actual Budget Preliminary Account Budget2013 2010 2011 2012 0131 - CLERK MANAGEMENT 6002 - WAGES 153,316.81 159,692.59 151,250.00 130,050.00 6005 - OVERTIME -FT 0.00 8.32 0.00 0.00 6015 - WAGES - PART TIME /TEMP 18,234.78 19,801.58 21,600.00 23,420.00 WAGES 171,551.59 179,502.49 172,850.00 153,470.00 6122 - PERA 12,026.09 13,014.31 12,540.00 11,130.00 6124 - FICA 12,013.51 12,549.88 13,220.00 11,740.00 6135 - HEALTH 21,456.54 22,856.12 38,720.00 25,890.00 6139 - POST EMPLOYMENT HEALTH PLAN 792.99 786.63 1,200.00 1,100.00 6140 - LIFE/LTD 531.66 548.50 930.00 950.00 6145 - DENTAL 883.29 907.29 1,920.00 1,960.00 6170 - WORKERS COMPENSATION 926.98 1,501.97 1,650.00 1,700.00 6180 - COMPENSATED ABSENCES 3,065.82 2,006.67 6,700.00 5,000.00 6185 - OPEB 0.00 0.00 0.00 0.00 BENEFITS 51,696.88 54,171.37 76,880.00 59,470.00 WAGES & BENEFITS 223,248.47 233,673.86 249,730.00 212,940.00 6202 - OPERATING SUPPLIES 91.59 0.00 0.00 0.00 6210 - OFFICE SUPPLIES 1,039.05 329.72 1,600.00 1,600.00 6310 - ATTORNEY 324.75 2,858.37 3,000.00 3,200.00 6316 - EQUIPMENT MAINTENANCE 0.00 507.34 300.00 300.00 6318 - FILING FEES 210.65 249.95 250.00 275.00 6327 - OTHER PROF SERVICES 0.00 155.00 0.00 0.00 6332 - POSTAGE (2,371.81) 57.16 2,700.00 2,500.00 6334 - TELEPHONE 115.38 74.95 280.00 250.00 6336 - PRINTING/PUBLISHING 9,329.78 8,908.16 10,000.00 10,200.00 6352 - LIABILITY 2,648.00 2,256.03 2,256.00 2,300.00 6410 - SOFTWARE - ANNUAL FEES 0.00 7,880.04 9,500.00 0.00 6415 - SOFTWARE - ANNUAL FEES (IS FUND) 0.00 0.00 0.00 10,000.00 6420 - EQUIPMENT RENT 389.63 394.37 750.00 600.00 6430 - BUILDING RENT (IS FUND) 17,652.00 16,716.00 13,376.00 13,376.00 6472 - CONFERENCE /SCHOOL /TRAINING 154.00 357.00 600.00 850.00 6475 - TRAVEL /SUBSISTENCE 69.50 276.72 400.00 600.00 6480 - DUES 95.00 95.00 100.00 200.00 6490 - SUBSCRIPTIONS/PUBLICATIONS 15.32 51.67 0.00 75.00 SUPPLIES AND SERVICES 29,762.84 41,167.48 45,112.00 46,326.00 MISCELLANEOUS EXPENSE 0.00 0.00 0.00 0.00 CAPITAL OUTLAY 0.00 0.00 0.00 0.00 EXPENDITURES 253,011.31 274,841.34 294,842.00 259,266.00 Total BU 0131- CLERK MANAGEMENT 253,011.31 274,841.34 294,842.00 259,266.00 0132 - ELECTIONS 6002 - WAGES 10,676.71 3,636.48 9,630.00 17,470.00 6015 - WAGES - PART TIME /TEMP 22,469.98 3,559.73 26,000.00 6,000.00 WAGES 33,146.69 7,196.21 35,630.00 23,470.00 86 2013 Preliminary Budget Division: CITY CLERK Annual Annual Annual Ob Actual Actual Budget Preliminary Account Budget 2010 2011 2012 6122 - PERA 746.98 263.52 2,580.00 1,270.00 6124 - FICA 725.01 249.94 2,730.00 1,340.00 6135 - HEALTH 1,383.95 519.35 0.00 0.00 6139 - POST EMPLOYMENT HEALTH PLAN 48.14 16.30 0.00 0.00 6140 - LIFE/LTD 33.05 11.68 0.00 0.00 6145 - DENTAL 68.76 24.10 0.00 0.00 6170 - WORKERS COMPENSATION 133.04 59.45 0.00 0.00 BENEFITS 3,138.93 1,144.34 5,310.00 2,610.00 WAGES & BENEFITS 36,285.62 8,340.55 40,940.00 26,080.00 6210 - OFFICE SUPPLIES 7.89 21.88 100.00 1,000.00 6310 - ATTORNEY 278.00 429.00 100.00 2,000.00 6314 - COMPUTER SERVICES 294.96 808.64 0.00 0.00 6327 - OTHER PROF SERVICES 96.10 529.39 0.00 5,000.00 6332 - POSTAGE 339.34 0.00 1,000.00 750.00 6336 - PRINTING /PUBLISHING 3,145.76 1,804.30 0.00 2,500.00 6435 - OTHER RENT 170.00 85.00 240.00 250.00 SUPPLIES AND SERVICES 4,332.05 3,678.21 1,440.00 11,500.00 EXPENDITURES 40,617.67 12,018.76 42,380.00 37,580.00 Total BU 0132 - ELECTIONS 40,617.67 12,018.76 42,380.00 37,580.00 0133 - LICENSES 6002 - WAGES 5,215.91 4,090.06 7,500.00 1,740.00 WAGES 5,215.91 4,090.06 7,500.00 1,740.00 6122 - PERA 365.96 296.48 530.00 130.00 6124 - FICA 356.86 277.13 570.00 130.00 6135 - HEALTH 900.47 881.19 0.00 0.00 6139 - POST EMPLOYMENT HEALTH PLAN 29.67 25.85 0.00 0.00 6140 - LIFE/LTD 19.64 17.06 0.00 0.00 6145 - DENTAL 42.44 38.50 0.00 0.00 6170 - WORKERS COMPENSATION 27.13 22.84 0.00 0.00 BENEFITS 1,742.17 1,559.05 1,100.00 260.00 WAGES & BENEFITS 6,958.08 5,649.11 8,600.00 2,000.00 6202 - OPERATING SUPPLIES 62.27 60.24 0.00 60.00 6210 - OFFICE SUPPLIES 32.06 0.00 0.00 0.00 6310 - ATTORNEY 2,407.25 1,388.75 400.00 1,200.00 6332 - POSTAGE 0.00 0.00 30.00 30.00 6336 - PRINTING/PUBLISHING 52.43 0.00 0.00 0.00 SUPPLIES AND SERVICES 2,554.01 1,448.99 430.00 1,290.00 EXPENDITURES 9,512.09 7,098.10 9,030.00 3,290.00 Total BU 0133 - LICENSES 9,512.09 7,098.10 9,030.00 3,290.00 0134 - RECORDS IMAGING 6002 - WAGES 1,884.25 7,146.10 4,800.00 28,820.00 WAGES 1,884.25 7,146.10 4,800.00 28,820.00 6122 - PERA 131.94 518.16 350.00 2,090.00 87 2013 Preliminary Budget Division: CITY CLERK Object Annual Annual Annual Preliminary Actual Actual Budget Budget 2013 Account 2010 2011 2012 g 6124 - FICA 131.24 501.20 370.00 2,200.00 6135 - HEALTH 301.01 1,561.73 0.00 0.00 6139 - POST EMPLOYMENT HEALTH PLAN 10.45 48.35 0.00 0.00 6140 - LIFE/LTD 6.22 28.21 0.00 0.00 6145 - DENTAL 14.93 71.53 0.00 0.00 6170 - WORKERS COMPENSATION 10.60 39.93 0.00 0.00 BENEFITS 606.39 2,769.11 720.00 4,290.00 WAGES & BENEFITS 2,490.64 9,915.21 5,520.00 33,110.00 6210 - OFFICE SUPPLIES 0.00 0.00 50.00 100.00 6240 - EQUIPMENT MAINTENANCE 0.00 0.00 0.00 200.00 6310 - ATTORNEY 0.00 0.00 0.00 0.00 6314 - COMPUTER SERVICES 0.00 0.00 0.00 600.00 6316 - EQUIPMENT MAINTENANCE 0.00 0.00 550.00 600.00 6327 - OTHER PROF SERVICES 0.00 0.00 200.00 250.00 6410 - SOFTWARE - ANNUAL FEES 6,599.51 0.00 0.00 350.00 6472 - CONFERENCE /SCHOOL /TRAINING 1,059.00 0.00 150.00 750.00 6475 - TRAVEL /SUBSISTENCE 51.50 0.00 0.00 100.00 6480 - DUES 0.00 0.00 0.00 0.00 SUPPLIES AND SERVICES 7,710.01 0.00 950.00 2,950.00 6740 - EQUIPMENT 0.00 0.00 5,500.00 0.00 CAPITAL OUTLAY 0.00 0.00 5,500.00 0.00 EXPENDITURES 10,200.65 9,915.21 11,970.00 36,060.00 Total BU 0134 - RECORDS IMAGING 10,200.65 9,915.21 11,970.00 36,060.00 < . s - ;.� 4 i f r x - r . ; , .. . = A = l 33619G00' Total 13 .0 a,* P , , . f .._ , 313 ;3 4 1 72r 303, 873. 4L . 4 . ,,. ,,, & x .:, ,„ k r. ,, 88 Department: Finance 2013 Budget Information Department Overview: The Finance department activities include financial reporting, auditing, budgeting, cash flow analysis and investing, special assessments, property & liability insurance management, accounts payables and receivables, debt issuance, representation on the Shakopee Fire Relief Board, coordination with County, State and Federal entities. Staffing Update: • Finance Director — position restructured during 2012, blended with City Clerk position • Accountant — newly created position filled in late 2011 replacing the Senior Accounting Clerk, per restructuring request • Accounting Clerk— position expanded during restricting to provide finance cross training and provide primary back up for payroll (administration) position • Finance Support Staff— Secretary — position added in 2012 per restructuring, provides for Council meeting support as well as Clerk and Finance assistance 2013 Budget Highlights: Finance staff will continue to work on the tasks and projects detailed in the department overview, as well as working with City staff to develop specific reporting requirements and details related to projects, grants, coordinated projects and new initiatives. Similar to the Clerks department, the Finance staff will be focusing on cross training of job tasks, on -going training needs to address audit compliance as well as reporting requirements as directed by the Office of the State Auditor and other agencies. Coordination and implementation of LOGIS software updates is also planned for 2013, allowing for the planned implementation of the Insight software programs, which will require training and updates for the best utilization of the software package. As stated in the Clerks' office summary, the coordination of work flow with Finance has allowed for a greater coordination of tasks between the two departments. Agenda planning, meeting minute review and recording, as well as review of impact or updates for finance records is more easily accomplished, allowing for coordination of departmental issues. This office relocation has also allowed for staff to cross train and provide coverage for the front desk area, as well as coverage where needed in other areas. Capital Requests: No capital requests. Boards /Commissions /Committees Integration: H /budget /budget2013 /department budgeting reports /department summary 89 City Council meetings EDA Meetings EDAC Meetings Fire Relief Association Meetings Other meetings as assigned Future Budget Year Issues: Continued expansion of audit criteria and compliance, specifically related to fraud detection and delegation of job duties. Future or Potential Policy Issues and Discussions: Planning for the potential growth of the community and the impact on financial operations of the City. H /budget /budget2013 /department budgeting reports /department summary 2013 Preliminary Budget so Division: FINANCE Annual Annual Annual Object Actual Actual Budget Preliminary Account Budget 2013 2010 2011 2012 0151 - FINANCE MANAGEMENT 6002 - WAGES 102,066.63 180,595.36 210,000.00 205,510.00 6005 - OVERTIME -FT 0.00 0.00 1,500.00 0.00 WAGES 102,066.63 180,595.36 211,500.00 205,510.00 6122 - PERA 7,153.53 12,742.75 15,740.00 14,900.00 6124 - FICA 6,804.82 12,766.98 16,620.00 15,720.00 6135 - HEALTH 10,077.58 16,692.52 27,350.00 30,310.00 6139 - POST EMPLOYMENT HEALTH PLAN 295.61 841.40 900.00 1,200.00 6140 - LIFE/LTD 301.19 540.84 1,000.00 1,020.00 6145 - DENTAL 423.41 1,070.15 1,440.00 1,470.00 6170 - WORKERS COMPENSATION 554.24 1,007.53 1,450.00 1,500.00 6180 - COMPENSATED ABSENCES 2,009.55 (83,502.65) 6,000.00 6,000.00 6185 - OPEB 0.00 0.00 0.00 0.00 BENEFITS 27,619.93 (37,840.48) 70,500.00 72,120.00 WAGES & BENEFITS 129,686.56 142,754.88 282,000.00 277,630.00 6202 - OPERATING SUPPLIES 5,750.04 151.95 0.00 0.00 6210 - OFFICE SUPPLIES 588.47 1,078.27 2,000.00 2,400.00 6310 - ATTORNEY 111.50 469.75 800.00 900.00 6316 - EQUIPMENT MAINTENANCE 0.00 155.00 500.00 300.00 6320 - LODGING TAX 0.00 0.00 0.00 0.00 6327 - OTHER PROF SERVICES 285,974.52 298,655.50 310,000.00 315,000.00 6332 - POSTAGE 1,760.04 1,739.86 2,000.00 2,100.00 6334 - TELEPHONE 188.68 131.78 400.00 300.00 6336 - PRINTING/PUBLISHING 751.63 2,054.50 2,000.00 2,200.00 6352 - LIABILITY 6,942.00 5,286.27 5,286.00 5,800.00 6356 - AUTO 9.00 9.00 9.00 0.00 6410 - SOFTWARE - ANNUAL FEES 44,338.00 46,249.04 51,120.00 42,000.00 6415 - SOFTWARE - ANNUAL FEES (IS FUND) 0.00 0.00 0.00 6,000.00 6430 - BUILDING RENT (IS FUND) 13,248.00 12,540.00 9,920.00 9,920.00 6472 - CONFERENCE /SCHOOL /TRAINING 299.00 454.00 600.00 850.00 6475 - TRAVEL /SUBSISTENCE 557.08 357.86 600.00 650.00 6480 - DUES 355.00 355.00 370.00 450.00 SUPPLIES AND SERVICES 360,872.96 369,687.78 385,605.00 388,870.00 6660 - CASH SHORT- OVR/BANK FEES 13.03 17.57 0.00 0.00 MISCELLANEOUS EXPENSE 13.03 17.57 0.00 0.00 DEBT SERVICE 0.00 0.00 0.00 0.00 EXPENDITURES 490,572.55 512,460.23 667,605.00 666,500.00 Total BU 0151- FINANCE MANAGEMENT 490,572.55 512,460.23 667,605.00 666,500.00 0157 - LODGING TAX 6320 - LODGING TAX 182,168.88 213,525.82 170,000.00 185,000.00 SUPPLIES AND SERVICES 182,168.88 213,525.82 170,000.00 185,000.00 EXPENDITURES 182,168.88 213,525.82 170,000.00 185,000.00 Total BU 0157 - LODGING TAX 182,168.88 213,525.82 170,000.00 185,000.00 2013 Preliminary Budget 9 1 Division: FINANCE Annual Annual Annual Object Actual Actual Budget Preliminary Account Budget2013 2010 2011 2012 Total 15 - FINANCE 672,741.43 725,986.05 837,605.00 851,500.00