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Home My Public Portal About5.2) Administrative Services ADMINISTRATIVE SERVICES Program 46:Support Services Supports workforce needs. Program 47:Ins./Benefits Manages Insurance programs. Program 48:Accounting Tracks City financials. Program 49:Purchasing Acquires supplies and services. DEPARTMENT SUMMARY FY 2014-15:Proposed Program Financing FY 2014-15:Proposed Resources Allocated 250,000 14% 779,225 44% ■General Fund ■Personnel Costs ■Self Insurance Fund ■Operating Expenses 976,470 56% 01'.505,695 86% ACTDAL ADOPTED ESTIMATED ••/'/ r ••�•• 2012-13 2013-14 2013-14 L r RESOURCES ALLOCATED Personnel Costs 568,679 932,430 769,190 1 976,470 991,050 Operating Expenses 442,519 538,145 523,540 779,225 684,620 Total: $ 1,011,198 $ 1,470,575 $ 1,292,730 r PROGRAM FINANCING General Fund 813,390 1,220,575 1,042,730 1,50S,695 Successor Agency to the CRA - - - Self Insurance Fund 197,808 250,000 250,000 250,000 145,000 Total: $ 1,011,198 $ 1,470,575 $ 1,292,730 r PERSONNEL[FTE) 4.70 4.83 �M 11,311111 Total:1 4.70 1 4.83 67 (Revised) i i (This page intentionally left blank) 68 ADMINISTRATIVE SERVICES Program: Support Services Account: 01-910-46 STATEMENT OF PURPOSE Program includes all personnel and employee relations and functions:recruitment,selection,training,evaluation,affirmative action,administration of the classification and pay plan. ACTUAL ?, AOP,T PROPOSED r D '' ' PROPOSED STAFFING SUMMARY(FTEs) 2012-13 ,"�' 20 r2015-16 Personnel Analyst 0.50 6 50' t r 0.50 Admin Services Director 0.25 2 r 0.25 Total: 0.751 0 75 r r j i ACTUALgDOPTED`, "O'� •'O'O . BUDGET SUMMARY 2012 13 201314s r �Ik 2015-16 Personnel Costs 1/ 106 628 g 89,760; Operating Expenses 90,610 .6�v f Total: $ 197,238 ,$ 2Q26x0, ACTUAL ••. . . ••••� r FUNDING SOURCES 201213 `s 2013,14; r General Fund 197,238 -v 202,Psa9°: Total: $ 197,238 .$�,`'� 6Zl51Q1,. KEY PROGRAM GOALS 1. Continue establishing best practices for Human Resources. 2. Ensure good relations are established with the Temple City Employees'Association. 3. Provide a framework for succession planning. 4.Set-up training/classes for employees for personalized development. 5. Monitor progress based on each individual Employee Development Plan. KEY WORKLOAD MEASURES r r Maintain personnel records for all full and part-time employees. 40/47 40/47 Review and process annual employee evaluations and employee development plans. 40/47 40/47 City-wide training classes. 3 3 FOOTNOTES: '... 1/Support Services program merged as part of the Administrative Services Department. 69 (Revised) '.... ADMINISTRATIVE SERVICES Program: Support Services Account: 01-910-46 I EXPENDITURE DETAIL i ACTUAL q'pOPTELS; PROPOSED PERSONNEL 2012-13 10134, 015-16 ACCT. 4110 Personnel Analyst 41,934 >1'9 q5 4112 Admin Services Director 37,229 3 ,870a 4150 Overtime 270 4310 Optional Benefits Program 629 4320 Health Insurance 10,299 4340 PERS Retirement 11,739 I 4350 Medicare Tax 1,961 4360 Otherinsurance 2,567 2,7-6D 4360 Life/Disability Insurance Total: $ 106,628 ACTUALq�OPTELI r:-. ••�� OPERATING EXPENSES 2012-13 21314 i ACCT. 4231 Private/Special Contract Services 40,870 7,300 7,300 4244 Legal Services 25,650 4405 Mileage Reimbursement 67 4410 Meeting Expense 1,034 100 4420 Travel &Conference 191 " 725.' 125 725 4425 Memberships/Subscriptions 5,933 $,6606,815 6,815 4465 Special Dept.Supplies 2,9201700,E ri 1,700 4475 Classified Advertising 5,323 6,000 6,000 4490 Training 294 20y000=' 20,000 20,000 4495 Recruitment/Testing 3,664 3,100;: a 00 4685 Special Projects4,664 1Oa0pA � �� 10,000 Total $ 90,610 ,$,i11.2j860` r55,740 ACCOUNT MODIFICATIONS Represents a minimum 10%variance(+/-)between the adopted FY 2013-14 and proposed FY2014-15 budgets. !, ACCT. 4231 Adjustment(-)due to completion of the automation of personnel process,temporary assistance for the vacant Personnel Analyst position,and recruitment cost for the City Manager position in FY 2013-14. 70(Revised) CITY OF TEMPLE CITY BUDGET WORKSHEET '. FY 2014-2015 ACCT,NO DESCRIPTIONTT 01.81b-q6 ' ' SUPPORT SERVICES; SALARIES AND BENEFITS 4110 Personnel Analyst(50%) 33,665 4112 Administrative Services Director(25%) 37,870 4310 Optional Benefits Program 615 4320 Health Insurance 6,035 4340 PERS Retirement 11,875 4350 Medicare 1,035 4631 Life/Disability Insurance 1,540 i TOTAL . 82,635 i MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Services NeoGov Annual License Fee TOTAL `',7,800+ 4244 Legal Services ISI Contract legal services(as necessary) TOTAL , 4410 Meeting Expense Miscellaneous meeting expense TOTAL' . 100, 4420 Travel&Conference i Western Region IPMA Annual Training Conference i Registration 275 Lodging(Nights at$150) 300 Subsistence(2 days @$50) 100 I Transporation 50 TOTAL' 725 4425 Memberships/Subscriptions Gateway Public Employment Consortium 3,215 Employee Assistance Program 3,600 TOTAL ! 6,815 ',. 4465 Special Department Supplies Business Cards/Business Card Shells 1,000 Name plates,badges&City seals 500 ', Miscellaneous 200 TOTAL 1;700:: 71 (Revised) CITY OF TEMPLE CITY '.. BUDGET WORKSHEET FY 2014-2015 ACCT.N0. DESCRIPTION 01-910-46 SUPPORTSERUICES' 4475 Classified Advertising '. Pasadena Star News,SGV Weekly,JoBTRAK, LA Times,Jobs Available, ICMA,Western City,etc. TOTAL :6,000 4490 Training City-wide for employee training 20,000 TOTAL 201000 4495 Recruitment/Testing Physical exams,fingerprinting, lunches for oral boards 2,500 Hepatitis B vaccinations 600 TOTAL 3,100': 4685 Special Projects Employee Recognition (Years of Service) 1,000 Employee Recognition Program 9,000 TOTAL 1Q,000 72 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 AGCT.NO; .DESCRIPTION '01410-46SUPPORT SERVICES, SALARIES AND BENEFITS 4110 Personnel Analyst(50%) 33,665 4112 Administrative Services(25%) 37,870 4310 Optional Benefits Program 615 4320 Health Insurance 13,325 4340 PERS Retirement 11,875 4350 Medicare 1,035 4361 Life/Disability Insurance 1,540 i TOTAL 99,925; MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Services NeoGov Annual License Fee TOTAL :7,300: 4244 Legal Services Contract legal services(as necessary) TOTAL - 4410 Meeting Expense Miscellaneous meeting expense TOTAL .100 4420 Travel&Conference Western Region IPMA Annual Training Conference Registration 275 '.., Lodging(Nights at$150) 300 Subsistence(2 days @$50) 100 Transporation 50 TOTAL 725'. 4425 Memberships/Subscriptions Gateway Public Employment Consortium 3,215 Employee Assistance Program 3,600 TOTAL: 6,815 4465 Special Department Supplies Business Cards/Business Card Shells 1,0001, Name plates, badges&City seals 500 Miscellaneous 200 TOTAL :1,700: 73 CITY OF TEMPLE CITY BUDGET.WORKSHEET FY 2015-2016 ACCT.NO.i "DESCRIPTION ,, 01-910.46 SGPPORTSERUICES 4475 Classified Advertising Pasadena Star News,SGV Weekly,Jo BTRAK, LA Times,Jobs Available, I''I ICMA,Western City,etc. TOTAL ',6,000�'. 4490 Training City-wide for employee training 20,000 TOTAL '; 0,0001 4495 Recruitment/Testing Physical exams,fingerprinting,lunches for oral boards 2,500 Hepatitis B vaccinations 600 TOTAL 3,100'. i 4685 Special Projects Employee Recognition(Years of Service) 1,000 Employee Recognition Program 9,000 TOTAL 10,000.- i 74 ADMINISTRATIVE SERVICES Program: Insurance/Benefits Account: 01-910-47 STATEMENT OF PURPOSE Program includes risk management functions for general city liability and workers'compensation insurance,all-risk property insurance through the California Joint Powers Insurance Authority(CJPIA),all employee benefits and insurance plans. ACTUAL ,; ADOPTFLI' ••.•. ED PROPOSED STAFFING SUMMARY(FTES) 201213 -2014-15 Personnel Analyst 0.501=04 0 ► r ► �► Admin Services Director 0.25 0,.25 ► 0.25 Total: 0.75 '= 0;75 r ACTUALS ADOP`fER, ••r•. . PROPOSED BUDGET SUMMARY zo1213 "'� 2013-ig: 2015-16 Personnel Costs 126 483 541,550< f $$t895 559,185 Operating Expenses 6 000 40,865 ► Total: $ 132,483 2;41$' 80,220 904695 ACTUAL =; ADOPTED PROPOSED PROPOSED FUNDING SOURCES 201213 �ti; 2013 34' r General Fund (65,325) 32,415,' ► ► 759,695 Self Insurance Fund 197 808 , 25,0,OUO. 250,000 ►►► Total: $ 132,483 1" ,5 �;475� 980,220 904,695 KEY PROGRAM GOALS 1. Ensure adequate coverage and loss control measures. 2. Ensure safe practices city-wide. 3. Monitor employee benefit and insurance plans. 4. Monitor and review Workers Comp. Program. 5. Monitor and review contract with California Public Employees Retirement System . KEY WORKLOAD MEASURES r Review and process monthly billing for employee benefits. 156 156 Annual review of City's Risk Management LossCAP program. 1 1 Worker's Comp claims are monitored for treatment of injured employee and follow-up. 3 3 Secure Special Events Insurance coverage as needed. 5 5 75(Revised) ADMINISTRATIVE SERVICES Program: ee ee« Account: 01-910-47 EXPENDITURE DETAIL ACTUAL , (I[YOP,jELI, "�•� � ••� � � PERSONNEL 2011-13 2013,14; r r ACCT. r';L 4110 Personnel Analyst 41,934 4112 Admin Services Director 37,229 „A7t870� 4305 BonusPay 60,601 , , .50,Q00,� e o ffr �� 4310 Optional Benefits Program (13,516) 4315 Section 125 69Q� .41 .40 4320 Health Insurance 10,249 4321 Other Post Employment Benefits 1 ..1 1 M 4330 Unemployment Compensation 11,623 , L10,011 00I I off I see 4340 PERS Retirement 25,626 ; 15 b74; 4342 PERS Retirement(Part Time) - sit 4350 Medicare Tax (36,468) 121`0- r 4360 Otherinsurance (10,795) '�%�.�.5,68i{; 4361 Life/Disability Insurance _ t, s Total: $ 126,483 "541,550''. j ACTUAL """"',A b4PTE0, ••O•• . PROPOSIA OPERATING EXPENSES 2012-13 `,:`12018 1 - r r ACCT. r '< 4231 Private/Special Contract Services ;26,155, a 4362 Worker Comp/General Liability6 r ,810 4410 Meeting Expense 20 JOW = 0 �� 4425 Memberships/Subscriptions 182 200 00 �� i 4465 Special Dept Supplies 352 ; 400;, 40 4 if 4490 Training 4,298 Y S,D00" e a 000 0�� 4695 Education Expense 1,148 ,` 9,000 0Q[ Total: $ 6,000428,325 $ 345,Sio ACCOUNT MODIFICATIONS Represents a minimum 105v variance(+/-)between the adopted FY2013-14 and proposed FY 2014-15 budgets. ACCT. 4320 Adjustment(-)due to reallocation of the retirees health care insurance to Other Post Employment Benefits Account. 4321 Adjustment(+)set up new account for the retirees heath care insurance. 4360 Adjustment(-)included the life insurance,short term and long term disabilities,Worker Compensation,General Liability premiums,All Risk Property insurance,Environmental Insurance in FY 2013-14. '.. 4361 Adjustment(+)set up new account for life insurance,short term and longterm disabilities only. 4362 Adjustment(+)set up new account for Worker Compensation and General Liability premiums.Total cost will pay out of this program instead of reallocate throughout other programs. ', 4231 Adjustment(-)anticipate to fill the Personnel Analyst Position. ', 76(Revised) CITY OF TEMPLE CITY '.. BUDGET WORKSHEET FY 2014.2015 TION ACCT (Jp DESC I, 01-910 47 , INSURANCE/BENEFI'TS' SALARIES AND BENEFITS 4110 Personnel Analyst(50°%) 33,665 4112 Administrative Services Director(25%) 37,870 4305 Bonus Pay(Performance pay and 4%unique bonus skill for eligible FT employees) 150,000 4310 Optional Benefits 615 j 4315 Section 125(12 @ $25/mo.) 600 4320 Health Insurance 6,035 Medical,dental and vision(active employees for this program, Personnel Analyst 50%,ASD 25%) NOTE: Medical(PERS)estimated 10%average increase for 2014-15) (To be evaluated at mid-year budget) 4321 Other Post Employment Benefits 170,660 Retired Employees Medical (25) 155,515 Medical admin charge 2,000 Dental-Delta Care(2) Delta Dental DPO(16) 8,640 Vision(18) 4,505 4330 Unemployment Compensation 10,000 , 4340 PERS Retirement Portion for active employees of this program 11,875 NOTE: Lump sum payment of$400,000 for employer portion will be spread 'I among departments, estimated of 3.4%savings 4342 PERS Retirement(Part Time) 128,000 !, 4350 Medicare Tax 1,035 4631 Life/Disability Insurance 1,540 Life Insurance-Assurant(for this program's active employees) 135 NOTE:$180/annually per employee Disability Insurance-Assurant(for this program's active employees) 1,405 (Includes short-term and long-term disabilities) TOTAL 551;895:. 77 (Revised) CITY OF TEMPLE CITY BUDGET WORKSHECT FY 2014-2015 INSURANCEJBENEPITS" MAINTENANCE AND OPERATIONS 4362 Worker Compensation/GeneralLiability Workers'Compensation-CJPIA annual contribution 127,270 SII Workers'Compensation-Retro Refund CJPIA 26,145 General Liability-CJPIA annual contribution 192,340 All Risk Property,including Earthquake-CJPIA 50,000 Automobile-CJPIA(projected est.) 8,000 Environmental Insurance 7,000 Notary Insurance(2 @$100) 200 RFD Commercial Crime Program(CJPIA Commercial Blanket Bond 1,500 Program) Workers'Compensation &RFD amount for this Program 1,170 i 'TOTAL ` "413,625 4410 Meeting Expense Miscellaneous meeting expense ' TOTAL: w100 1 4425 Memberships/Subscriptions Best's Insurance Rating Guide(CD-ROM with hard copy) TOTAL 200; 4465 Special Department Supplies Employee safety videos, brochures and posters TOTAL 400' 4490 Training Safety workshops as required by law: First Aid,CPR&Preventive Disease Transmission,and AED training for all full-time and part-time employees TOTAL ,.' 5,000 4695 Education Expense Education/Tuition reimbursement program TOTAL ' i 9,000' 78(Revised) CITY OF TEMPLE CITY !.. BUDGET WORKSHEET i FY 2015-2016 ACCT.NO. ' DESCRIPTION 01-910-47 INSURANCE/BENEFITS SALARIES AND BENEFITS 4110 Personnel Analyst(50%) 33,665 4112 Administrative Services Director(25%) 37,870 4305 Bonus Pay(Performance pay and 4% unique bonus skill for eligible FT employees) 150,000 i 4310 Optional Benefits 615 4315 Section 125 (12 @ $25/mo.) 600 ', 4320 Health Insurance 13,325 Medical, dental and vision(active employees for '! this program, Personnel Analyst 50%,ASD 25%) 4321 Other Post Employment Benefits 170,660 Retired Employees '.., Medical(25) 155,515 Medical admin charge 2,000 Dental-Delta Care(2) Delta Dental DPO(16) 8,640 Vision(18) 4,505 ', 4330 Unemployment Compensation 10,000 4340 PERS Retirement Portion for active employees of this program 11,875 j NOTE:Lump sum payment of$400,000 for employer portion will be spread among departments, estimated of 3.4%savings !, 4342 PERS Retirement(Part Time) 128,000 4350 Medicare Tax 1,035 �� 4631 Life/Disability Insurance 1,540 Life Insurance-Assurant(for this program's active employees) 135 NOTE:$180/annually per employee !.. Disability Insurance-Assurant(for this program's active employees) 1,405 (Includes short-term and long-term disabilities) TOTAL 559,185'. CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ACCT.NO. DESCRIPTION 01-910.47 INSURANCE/BENEFITS: MAINTENANCE AND OPERATIONS 4362 Worker Compensation/GeneralLiability Workers'Compensation-CJPIA annual contribution 127,270 Workers'Compensation-Retro Refund CJPIA (56,670) , General Liability-CJPIA annual contribution 192,340 All Risk Property, including Earthquake-CJPIA 50,0001 Automobile-CJPIA(projected est.) 8,000 Environmental Insurance 7,000 Notary Insurance(2 @$100) 200 RFD Commercial Crime Program(CJPIA Commercial Blanket Bond 1,500 Program) Workers'Compensation&RFD amount for this Program 1,170 TOTAL 330,81011 4410 Meeting Expense Miscellaneous meeting expense TOTAL 100'. 4425 Memberships/Subscriptions Best's Insurance Rating Guide(CD-ROM with hard copy) ' TOTAL 200x. 4465 Special Department Supplies Employee safety videos, brochures and posters TOTAL ,400 4490 Training Safety workshops as required by law: First Aid,CPR& Preventive Disease Transmission, and AED training for all full-time and part-time employees ', TOTAL 5,000!. 4695 Education Expense ,I Education/Tuition reimbursement program i TOTAL II 80 , ADMINISTRATIVE SERVICES Program: Accounting '.. Account: 01-920-48 STATEMENT OF PURPOSE To plan,organize,coordinate and administer the accounting and auditing function in accordance with GAAP. '.. 1 ACTUAL .'. 'ADOPTtd! ••�'� • ••�•� STAFFING SUMMARY(FTEs) 2012-13 2013-14 r r Admin Services Director 0.45 0,45 Accountant 085 , 1,00 Accounting Technician 100 ?"1,00 It tt Part-Time 090 0,8$ .6 .� Total: 3.20 3,33 r • r ACTUAL 'AD OPTED: �` BUDGET SUMMARY 2012-13 t r Personnel Costs 335,568 ,301;120 Operating Expenses 196,085 '>;236,230 Total: $ 531,653 $,, $37,350 r r ACTUAL ,' /'ADOPTED II . FUNDING SOURCES 2012.13 ;.:,2033-ia_ r r General Fund 531,653 �;„537 350! Total: $ 531,653 $- 537,350'- �•. r •: r KEY PROGRAM GOALS 1. Complete monthly and annually financial accounting records and reports. 2. Process bi-weekly payroll records and checks. 3. Process semi-monthly vendor records(warrant registers)and checks. 4. Receive and reconcile monthly bank and treasury statements. S. Review the preparation of the State Controller's Report,the Street Report and the Statement of Indebtedness. 6. Plan and c000rdinate the external audits for the City. 7. Coordinate and ensure proposed and adopted budgets are prepared by July 1 of each fiscal year. 8. Prepare staff financial reports to Council(quarterly budget amendments,petty cash and visa card reports). 9. Maximize the investment of all available cash and manage the investment portfolio per Investment Policy. 10 Updgrade financial reporting system to web-based system. 11.Bring payroll processing in-house. 12.Comprehensive Financial Planning KEY WORKLOAD MEASURES 7575'Agendas and staff reports prepared for City and Agency.1/Coordinate,review,print and distribute proposed&adopted budget books annually.Gather data,prepare and produce a Comprehensive Annual Financial Report.2/Distribute manditory tax forms(W2&1099M)to employees and vendors annually.Audits conducted annually.3/ Long Range Financial Plan. 1 1 Completion of financial software confersions. 2 2 FOOTNOTES: 1/Includes petty cash,visa card,monthly treasurer's report,quarterly budget amendments,&annual budget preparation reports. 2/The CAFR isart ofthe contract services with new auditing firm. P g 3/Single audit,MTA audit,Gas Tax&CDBG and annual City audit. 81 ADMINISTRATIVE SERVICES Program: Accounting Account: 01-920-48 EXPENDITURE DETAIL ACTUAL ADOpTE!) fJ '• •• •• r PERSONNEL 2012-13 --2013-14: r ► ACCT. 4112 Admin Services Director 67,013 = 68;170: ► ► 4114 Accountant 68,454 ;79,375; 4115 Accounting Technician 47,270 = 23,149` " •► " ► 4150 Overtime 8,729 ;1,000" o � ►►► ►►► 4161 Part Time 58,554 �57,550� ► �► 4310 Optional Benefits Program 1,978 2,015,- ► ► 4320 Health insurance 32,40421;190 ► �► 4340 PERS Retirement 36,936 36;g20� :► :► 4350 Medicare Tax 6,153 „3,855 "► �► 4360 Other Insurance 8,077 8405 4361 Life/Disability Insurance ► ► Total: $ 335,568 $ ;'301,120 * A , " t i i, ACTUAL - ADOPTED; "�'� • "�'� OPERATING EXPENSES 2012-13 2013-14, ► r ACCT. 4231 Private/Special Contract Services 50,440 74,060 ► ►►► ',. 4232 Revenue Audit Services 10,710 9,500' ►► 9,500 4233 Audit Services 49,245 " 70,000` 5 ►►► 54,000 4405 Mileage Reimbursement 1,805 -;"1,800 '►► :►► 4410 Meeting Expense 370 600' .►► 60 4420 Travel &Conference 1,765 2,150,, ► ► 4425 Memberships/Subscriptions 950 ` 970' ' ► ' ► 4440 Telephone 690 . 660;" ••► ••► 4465 Special Dept Supplies 1,520 „ 2;000 500 2,500 ` 4480 Bank Charges 45,855 35,000: ► ►0► 40,000 4490 Training 280 2;000 Z000 2,000 4530 Special Equipment Maintenance 32,455 37,490 937A90 37,490 r Total: $ 196,085 $ ,136,230' r- - t t ACCOUNT MODIFICATIONS Represents a minimum 10%variance(+/-)between the adopted FY 2013-14 and proposed FY 2014-15 budgets. Acct. 4231 Adjustment(-)due to upgrade of financial software completed in FY 2013-14. 4420 Adjustment(+)due to staff attending financial software every other year rather than every year. 4465 Adjustment(+)due to actual needs for department specific supplies. 82 CITY OF TEMPLE CITY SII BUDGET WORKSHEET FY 2014-2015 ACCT:NO. DESCRIPTION 01-920=48 ACCOUNTING': SALARIES AND BENEFITS 4112 Administrative Services Director(45%) 68,170 4114 Accountant 79,375 4115 Accounting Technician 44,760 4150 Overtime 1,000 4161 Part Time 79,340 Accountant$33.65 x 35 Hrs x 52 Wks 61,243 Finance Intern$12 x 29 Hrs x 52 Wks 18,096 4310 Optional Benefits Program 2,015 4320 Health Insurance 16,740 4340 PERS Retirement 32,380 4350 Medicare 3,940 4631 Life/Disability Insurance 4,220 TOTAL 331;9401. MAINTENANCE AND OPERATIONS 4231 Private/Special Contract Service Actuarial Valuation TOTAL 10,000-' ''�, 4232 Revenue Audit Services Sales Tax Revenue Audit Documentary Transfer Tax Audits 11 TOTAL ,91500'1 4233 Audit Services Annual Audit State Reports CAFR Expense(Comprehensive Annual Financial Report) TOTAL 54,000' 4405 Mileage Reimbursement Transportation to meetings and training seminars ($8 x 12 months) 100 Auto allowance per Contract Agreement for Admin Srvs Director($150 x 12 month 1,800 TOTAL 1;9004 4410 Meeting Expense CSMFO Bi-Monthly Meetings an other TOTAL '.600. 83 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014.2015 ACCT.N0. DESCRIPTION '�]:O: ACCOUNTING! 4420 Travel&Conference '. CSMFO Annual Seminar-Southern California, February 2015 or CMTA Annual Seminar-Southern California,April 2015 or CalPERS Education Forum-Southern California,October 2014 Registration 350 Subsistence(2 days @ $50) 100 Transportation 200 Hotel(2 nights @$250) 500 Sub Total 1,150 Sungard Public Sector Conference(2 Staff) Registration 1,000 Subsistence(2 days @$50) 200 Transportation 400 Hotel(2 nights @$250) 1,000 Sub Total 2,600 Contract Cities 1,000 TOTAL 4,7502 4425 Memberships/Subscriptions California Society of Municipal Finance Officers(CSMFO) 110 California Municipal Treasurers Association(CMTA) 160 ', Government Finance Officers Association (GFOA) 700 TOTAL .`9701 4440 Telephone Cellular Phone Monthly Service Charge(12 months @$55) ' TOTAL !660; 4465 Special Department Supplies Check Order,Cash Register Supplies,1099 Envelopes Miscellaneous Office and Computer Supplies ,TOTAL 2,500 4480 Bank/Payroll Charges Checking Account ',. Merchant Account(Visa/Master Card Charges) Section 125 Account Payroll Processing Charges Armored Services TOTAL 40,000 4490 Training Seminars/workshops for CMTA,CSMFO,Payroll Certification and other tramings for the Accountant and Account Analyst TOTAL 2,000 84 CITY OF TEMPLE CITY BUDGET WORKSHEET '.. FY 2014-2015 ACCT.NO. `. DESCRIPTION '.. 01-920.48. pCCOUNTINGi 4530 Special Equipment Maintenance Pentamation Annual Maintenance Four J's Report Writing 2,300 ProLiant/Smart Array 1,080 Optio DCS Phone Support 390 Pentamation ASP and Payroll System ($2,510 x 12 months) 30,120 Progressive Solution for Cash Register 3,600 TOTAL 37,490'. 85 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ACCT.NO. , ! DESCRIPTION '.. 01-92OR8 ACCOUNTING SALARIES AND BENEFITS 4112 Administrative Services Director(45%) 68,170 4114 Accountant 79,375 I 4115 Accounting Technician 44,760 4150 Overtime 1,000 4161 Part Time 79,340 Accountant$33.65 x 35 Hrs x 52 Wks 61,243 Finance Intern$12 x 29 Hrs x 52 Wks 18,096 4310 Optional Benefits Program 2,015 4320 Health Insurance 16,740 4340 PERS Retirement 32,380 4350 Medicare 3,940 4361 Life/Disability Insurance 41220 TOTAL 331>940' MAINTENANCE AND OPERATIONS ': 4232 Revenue Audit Services ': Sales Tax Revenue Audit Documentary Transfer Tax Audits TOTAL %5QO� 4233 Audit Services Annual Audit State Reports Comprehensive Annual Financial Report Expense TOTAL"' .541000' 4405 Mileage Reimbursement Auto allowance per Contract Agreement for Admin Srvs Director($150 x 12 months) TOTAL 1,800' 4410 Meeting Expense L, CSMFO Bi-Monthly Meetings and other TOTAL '':600 4420 Travel&Conference CSMFO Annual Seminar,CMTA Annual Seminar,or CaIPERS Education Forum Registration 350 Subsistence(2 days @$50) 100 Transportation 200 Hotel (2 nights @$250) 500 ''.. Sub Total 1,150 Contract Cities 1,000 TOTAL 2,150' 86 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2015-2016 ACCT.N0. DESCRIPTION 01-920-48': ACCOUNTINGS , 4425 Memberships/Subscriptions California Society of Municipal Finance Officers(CSMFO) 110 California Municipal Treasurers Association (CMTA) 160 i Government Finance Officers Association(GFOA) 700 j TOTAL; ?:970,, 4440 Telephone �I Cellular Phone Monthly Service Charge(12 months @$55) TOTAL, 4465 Special Department Supplies Check Order,Cash Register Supplies,1099 Envelopes Miscellaneous Office and Computer Supplies :. TOTAL "2,500: 4480 Bank/Payroll Charges Checking Account Merchant Account(Visa/Master Card Charges) ,' Section 125 Account '.. Payroll Processing Charges ' Armored Truck Services TOTAL:: 40,000`: 4490 Training Seminars/workshops for CMTA,CSMFO, Payroll Certification and other trainings for the Accountant and Account Analyst TOTAL. 2,'000 4530 Special Equipment Maintenance Pentamation Annual Maintenance Four J's Report Writing 2,300 ProLiant/Smart Array 1,080 Optio DCS Phone Support 390 Pentamation ASP and Payroll System ($2,510 x 12 months) 30,120 Progressive Solution for Cash Register 3,600 TOTAL 32;490% 87 I (This page intentionally left blank) I 88 ADMINISTRATIVE SERVICES Program: Purchasing Account: 01-920-49 STATEMENT OF PURPOSE Responsible for planning, directing and controlling the purchasing, duplicating, printing and mail service for the City. ACTUAL 'ADOPTED, •'•'• • "•'• • STAFFING SUMMARY(FTEs) 2012-13 "2013-14 L Part-Time 0.00 0:00 " Total: 0.001 0,00 k k k k k ACTUAL ADOPTED;' -I ' q ' ••••• i ••••• BUDGET SUMMARY 2012-13 2013-14- Personnel Costs - -' Operating Expenses 149,824 148,200, 1 � 0 r r Total: $ 149,8241 $ ",148,200 Q 1 'k k k ACTUAL I aDOPTbD "•'• • "•' FUNDING SOURCES 2012-13 2013-14 L General Fund 149,824 " ., 148,2001 Total: $ 149,824 KEY PROGRAM GOALS 1. Ensure that all City Ordinances and Municipal Codes are adhered to concerning the purchasing activity. 2. Continue to order and stock all needed office supplies for City departments. 3. Identify,tag and maintain all fixed assets. 4. Manage copiers lease and service maintenance agreements. 5. Maintain responsibility for all outgoing mail and ensure meter is always replenished. 6. Replace office and special equipment at end of useful life. KEY WORKLOAD MEASURES 77 L Daily and annual outgoing mail . 1/ 75,000 75,000 Copiers maintained. 2/ 6 6 Fixed assets inventory&depreciation.3/ annually annually Orders placed for replenishing water,toner, paper,office, &mist supplies. 60 60 FOOTNOTES: !, 1/Includes annual mass mailing For business licenses,dog licenses,renewal notices,permits,special events,warrants,parking permits&recreation classes. '! 2/Copiers located at City Hall,Live Oak Park,Annex Building,and Civic Center. 3/Fixed assets are tagged(labeled)when purchased. Inventory for additions and deletions are performed annually in preparation for depreciation. 89 ADMINISTRATIVE SERVICES Program: Purchasing Account: 01-920-49 EXPENDITURE DETAIL ACTUAL ' '""ADOPTED, ' r ••�•� ••� � PERSONNEL 2012-13 "! 2013-14 ACCT. 4161 Part-Time Total: $ I ACTUAL ADOPTED'. ., ' r p- —PROPOSED PROPOSED OPERATING EXPENSES 2012-13 2013-14 - 42015-16 ACCT. 4405 Mileage Reimbursement 13 4425 Memberships/Subscriptions 145 200 200 4445 Printing 13,136 9,000 •"-" 0 0 0 4450 Postage 16,704 15,00015,000 15000 4460 Office Supplies 19,502 "" 8,000" 12,000 12,000 4465 Special Dept Supplies 2,300 1,500, 1,500 rU 4510 Maintenance&Repair 42,973 69,500- A8,090 49,00FE 4520 Office Equipment Maintenance 43,062 28;000"" ��28,000 28,000 4530 Special Equipment Maintenance 10,449 15,000, A51000 15,000 4580 Equipment Rental 1,540 210002,000 Total: $ 149,824 $ - 149,200 1,700 '.. ACCOUNT MODIFICATIONS Represents a minimum 10%variance(+/-)between the adopted FY2013-14 and proposed FY2014-15 budgets. Acct 4460 Adjustment(+)due to departments higher than anticipated costs paper and copier related expenses. 4510 Adjustment(-)due to completion of new Website. 90 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014-2015 ACCT.IUO,. DESCRIPTION 01-920-49 = `PURCHASING- MAINTENANCE AND OPERATIONS 4425 Memberships/Subscriptions Sams Club Annual Membership ($100 flat fee for credit line+1 member @ $30+4 additional cards @$15 plus tax) TOTAL 200' 4445 Printing Copier Paper Outside Printing/Engraving ( Engraving,letterhead,envelopes,annual budget covers) ., TOTAL 19,000'. 4450 Postage Replenish meter,3rd class bulk,1st class bulk, postal box rental, Overnight letters, public notices,cert/return receipts,Friday mailings Annual Acctg/Permit Fee 4460 Office Supplies OfficeMax,Viking Office Products and other vendors Office Supplies: City-wide calendar purchase,fax machine supplies,writing pads, pencils/pens,typewriter ribbons,calculator tapes,etc. Computer paper,ribbons, laser printer, monitor,drum units,software programs, laser printer developer and miscellaneous items TOTAL 12,000: 4465 Special Department Supplies Lunch Room Supplies TOTAL 0Ds 4510 Maintenance&Repair Equipment maintenance Management Information Sytems(MIS)Service(460 hrs x$91.50/hr) 42,090 Annual hosting fee and cloud services for Website 6,000 " T,OTAL 48,090 I 91 CITY OF TEMPLE CITY BUDGET WORKSHEET FY 2014-2015 ,'. ACCT.NOS DESCRIPTION 01-920;49, ' "PURCHASING 4520 Office Equipment Maintenance Mail Machine, Electronic Scale-Pitney Bowes Phone System-ATT/SBC ' Copiers Lease for City Hall(2) TOTAL 28,000` 4530 Special Equipment Maintenance Anti-Virus Renewal,Watchguard Firewall Support Email mailbox licenses AT&T monthly internet service fee Warranty Service Contracts: ' HP Net Server(Sungard Public Sector) I'I Backup software$1,100 annually i Two-year server warranty extension $4,000 SAN Maintenance$1,500 x 2 TOTAL L15,000; 4580 Equipment Rental Postal Machine Reset Meter Fee TOTAL 2,000 92 CITY OF TEMPLE CITY BUDGET WORKSHEET '.. f FY 2015-2016 j ACCT.NO. r' DESCRIPTION " 01=920-49 'PURCHASING'. MAINTENANCE AND OPERATIONS 4425 Memberships/Subscriptions Sams Club Annual Membership ($100 flat fee for credit line+1 member @$30+4 additional cards @$15 plus tax) TOTAL 200`. 4445 Printing Copier Paper Outside Printing/Engraving (Engraving, letterhead,envelopes,annual budget covers) TOTAL 9,000, 4450 Postage Replenish meter,3rd class bulk,1st class bulk,postal box rental, Overnight letters, public notices,cert/return receipts, Friday mailings Annual Acctg/Permit Fee TOTAL MOW I 4460 Office Supplies Off iceMax,Viking Office Products and other vendors Office Supplies: City-wide calendar purchase,fax machine supplies,writing pads, pencils/pens,typewriter ribbons,calculator tapes,etc. Computer paper, ribbons, laser printer,monitor,drum units,software programs, laser printer developer and miscellaneous items �i TOTAL12i000i 4465 Special Department Supplies Lunch Room Supplies T,PTAL i 1,5001 4510 Maintenance&Repair Equipment maintenance Management Information Sytems(MIS)Service(460 hrs x$91.5/hr) 43,000 Annual hosting fee and cloud services for Website 6,000 TOTAL ;49,000 4520 Office Equipment Maintenance Mail Machine, Electronic Scale-Pitney Bowes ', Phone System-ATT/SBC Copiers Lease for City Hall (2) ' .TOTAL, 28,000':- 93 CITY OF TEMPLE CITY '.. BUDGET WORKSHEET FY 2015-2016 ACCT.NO:: DESCRIPTION '.. 61-920.49 PURCHASING l 4530 Special Equipment Maintenance Anti-Virus Renewal,Watchguard Firewall Support ', Email mailbox licenses AT&T monthly internet service fee Warranty Service Contracts: HP Net Server(Sungard Public Sector) Backup software$1,100 annually Two-year server warranty extension $4,000 SAN Maintenance$1,500 x 2 TOTAL '15,000'. 4550 Equipment Rental Postal Machine Reset Meter Fee TOTAL j2,000', i I 94