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HomeMy Public PortalAbout070_002_FinanceQuarterly Report for GA APR to JUN 2011 City of Tybee Island P.O. Box 2749 – 403 Butler Avenue, Tybee Island, GA 31328 (912)786-4573 – FAX (912) 786-5737 www.cityoftybee.org Quarterly Report from Human Resources (Apr – Jun 2011) Advertised for open positions -Beach and Bike Patrol, Clerk of Council, Detention Officer, DPW, Firefighter, Ocean Rescue, Parking Enforcement, Police, Water Sewer Superintendent of Operations. Set up interviews and mailed regret letters for employment. Two training sessions through our EAP services for supervisors – Apr 5 and Apr 26 – Communication and Professionalism at work. Employee of the 1st Quarter – Jimmy Brown, Emergency Management and Danny Carpenter, Public Works. Attended Ethics Commission Annual Meeting – April 25 – took notes and submitted minutes. Attended classes that concerned: Public Safety Liability, Violence in the Work Place, Hearings and Appeals, Discipline, and Grievances, Whistleblower Retaliation and Workplace Harassment during the GLGPA Conference, May 25,-28, 2010. Completed 2011 Wage and Salary Salary Survey for the DCA Set up insurance session for employees -May 16, 20011. Discussed changes and held open enrollment for health, vision, and dental plans. Gathered change forms, enrollment election forms, employee information updates, and Affidavits verifying employee’s lawful immigration status. Set up Benefits Fair, May 17, 2010. 11 vendors present -AAA, Boston Mutual Life Insurance Co, Colonial Life, GA Telco Credit Union, GMA – Pension, GMA Metlife Resources, Guardian, Hardeman Company, Prudential, POAB, Savannah Bank, Tybee Teeth, and YMCA. Updated all employee files with new insurance cost and information. Reviewed Voter Registration List along with Jimmy Brown and Dianne Otto. Submitted 50 names to the registrar’s office for omission. Met with City Attorney to begin the process of updating personnel ordinances. Processed 63 new hires – 3 Part Time, 12 Full Time, 28 Seasonal Lifeguards, 4 Seasonal Parking, 118 Seasonal Beach and Bike Patrol, 18 terminations and 1 retirement. Currently working on Interviews for Community Development Manager and Parking Manager, Audit – insurance policies, employee list, payroll leave report, Census updates for Jan 2012 actuarial valuation of retirement plan, Discussion with April and Jennifer on how to begin a Wellness program for City Employees, and the Employee Picnic. Gearing up to the termination paper work for all seasonal employment. City of Tybee Island P.O. Box 2749 – 403 Butler Avenue, Tybee Island, GA 31328 (912)786-4573 – FAX (912) 786-5737 www.cityoftybee.org Quarterly Report from FINANCE/UTILITY BILLING (Apr – Jun 2011) ADMINISTRATIVE: Preparing for yearend close to include, month end, and year end journal entries and accruals. Preparing for the auditors the finance department continued our efforts at paperless and scanned all Bank Statements, Loan Statements, new Contracts, Daily Deposit Breakdowns, Employee List, Cash Disbursements, fixed asset list, also sent all schedules for E-911 fees, PayPal payments, Salary Reports, Beverage, Liquor By the Drink tax, Franchise Fees, Hotel/Motel Tax, Solid Waste & Garbage, Water/Sewer and Property Tax to a file for the auditors use and review. These were also sent to the audit company’s Share Point for them to have access from their offices. Had Incode reports written for Purchase order rollover at year end. Prepared multiple versions of the 2011-2012 Budget. Processed 977 payroll checks Processed 629 Accounts Payable Checks. Processed 611 Purchasing Card charges, year to date P-Card charges $896,455. We are continuing to work on the Fixed Asset Module. All new capital purchases and Fixed Assets for the City are in the system. 4 days in house training by Incode for the Finance department Nalene Conway, Melissa Freeman, Stephanie Hogan attended 8 days of training in Intermediate Governmental Accounting and Revenue Administration. Taking these classes completed their Certified Finance Officer Level II training. Claire Price attended the Workers Comp Training Denise Dubuque attended several meetings for Bicycle Friendly Committee & Green Team and helped monitor the Ecobee system Closed and voided Purchase Orders for 2010-2011 Capital Improvement list undated and project numbers added, list distributed to all Department Heads for use Payment, Loan and Amortization schedules updated Geothermal and McKenzie Crosswalk RFP’s were initiated Collected: Over a half million ($577,707) in water bill payments ($516,847 last yr) 409 payments for hotel/motel tax totaling $407,511 (240 payments @$364,258 last yr) $85,415 in liquor and beverage taxes ($77,000 last yr) Sold over 800 decals and parking passes (760 last yr) Counted $228,961 in coins Parking citation payments; $130,922. City of Tybee Island P.O. Box 2749 – 403 Butler Avenue, Tybee Island, GA 31328 (912)786-4573 – FAX (912) 786-5737 www.cityoftybee.org Quarterly Report from FINANCE/UTILITY BILLING (Apr – Jun 2011) -continued Utility Billing: Sent 9,190 bills (9,141 last yr) $755,009 in Water/Sewer/Garbage charges ($608,575 last yr) 212 Meter change outs were input (205 last yr) 475 New Firefly change outs were input (506 last yr) 52 new residential & 3 Business Account setup and deposits received Yearly Homestead Senior discounts were updated City of Tybee Island P.O. Box 2749 – 403 Butler Avenue, Tybee Island, GA 31328 (912)786-4573 – FAX (912) 786-5737 www.cityoftybee.org Quarterly Report from IT (Apr – Jun 2011) Campground: Windstream Cutover: Voice & Data circuits Wifi infrastructure upgrade City Hall: Windstream Cutover: Voice & Data circuits Ch7 programming components upgraded VPN firmware upgrade Moved/rearranged/re wired Parking & Clerks office Installed new workstation –Planning and Zoning Manager TIPD: Windstream Cutover: Voice & Data circuits NAS Server Moved server, LAN switch, patch panel Installed new workstation South Beach: Camera & Pager & AC replaced TIFD: Wifi access point replaced Bay camera’s replaced YMCA: Installed new workstation Significant impact system wide from several electrical storms requiring replacements & workarounds @many locations. Parking Status Update on Cityoftybee.org New FB posting policy Purchased 5 new TEMA radios Purchased laptops for DPW, Council, TIFD Social media and other online efforts o 1752 (was 1498) fans on Facebook o 651 (was 515) followers on Twitter o 842 (was 731) online utility bill payers o Everbridge:  153 (was 129) opt-in participants  2028 (was 2185) emergency enrollees from AT&T land line directory  Lost & Found – A few people have started to let us know when they’ve found lost items or pets. 74 people (was 31) have requested a login for forums. Only Lost and Found are currently in use. City of Tybee Island P.O. Box 2749 – 403 Butler Avenue, Tybee Island, GA 31328 (912)786-4573 – FAX (912) 786-5737 www.cityoftybee.org Quarterly Report from PARKING (Apr – Jun 2011) Attached are the Parking Department Statistics for the Quarter. We are in the process of replacing the retired Parking Manager. Interviews begin next week. We have had 2 vehicles break down while on duty this quarter. They are getting towards the end of their life. We are looking at alternative methods for parking ticket appeals. We are working with Bubba to see if we can take 30 single parking meters that take credit cards and install them for 90 days on a trial basis. I’d like to not commit to spending large amounts of money on a product that we do not have a chance to test. There may be some issues with the bidding process, or we may need to bid this out before we do it, but will do as Bubba recommends. We began the on-line parking conditions updates. They have been well received and gotten much positive feedback. We are looking to get the information out to more media.