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Home My Public Portal About4.2 - ASDDEPARTMENT SUMMARY RESOURCES ALLOCATED Personnel Costs Operating Expenses PROGRAM FINANCING General Fund 1,129,215 82% • General Fund • Self Insurance Fund ACTUAL 2011-12 396,235 710,993 Total: $ 1,107,228 908,902 Community Redevelopment Agency (CRA} - Self Insurance Fund 198,326 Total: $ 1,107,228 51 ADMINISTRATIVE SERVICES Program 46: Support Services Supports workforce needs. Program 47: lns./Benefits Manages insurance programs. Program 48: Accounting Tracks City financials. Program 49: Purchasing Acquires supplies and seNices. FY 2013-14: Pro osed Resources Allocated ADOPTED ESTIMATED 2012-13 2012-13 413,015 373,005 1,127,985 1,070,085 $ 1,541,000 $ 1,443,090 1,238,200 1,243,090 -- 302,800 200,000 $ 1,541,000 $ 1,443,090 433,775 31% • Personnel Costs • Operating Expenses PROPOSED PROPOSED 2013-14 2014-15 433,775 450,350 945,440 959,640 $ 1,379,215 $ 1,409,990 1,129,215 1,159,990 -- ~~ $ 1,379,215 $ 1,409,990 4.83 4.83 4.83 4.83 (This page intentionally left blank) 52 ADMINISTRATIVE SERVICES Program: Account: Support Services 01-910-46 STATEMENT OF PURPOSE 0 Program includes all personnel and employee relations and functions: recruitment, selection, training, evaluation, affirmative action, administration of the classification and pay plan, ACTUAL 2011-12 0.50 BUDGET SUMMARY I Costs FUNDING SOURCES KEY PROGRAM GOALS 1. Establish best practices for Human Resources. 2. Develop a Performance Based Compensation Program. 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 Maintain personnel records for all full and part-time employees. Review and process annual employee evaluations and employee development plans. City-wide training classes. FOOTNOTES: 1/ Support Services program merged as part of the Administrative Services Department. 53 PROPOSED 2013-14 83,490 80,720 $ 164,210 $ PROPOSED 2014-15 86,990 68,310 155,300 PROPOSED PROPOSED 2013-14 2014-15 -----------164,210 155,300 $ 164,210 $ 155,300 PROPOSED PROPOSED 2013-14 2014-15 36/47 36/47 36/47 36/47 3 EXPENDITURE DETAIL PERSONNEL ACCT. 4110 Personnel Analyst 4112 Admin Services Director 4190 Allocated Benefits OPERATING EXPENSES ACCT. 4231 Private/Special Contract Services 4244 Legal Services 4310 Optional Benefits Program 4320 Health Insurance 4340 PERS Retirement 4350 Medicare Tax 4360 Other Insurance 4405 Mileage Reimbursement 4410 Meeting Expense 4420 Fares & Subsistence 4425 Memberships/Subscriptions 4465 Special Dept. Supplies 4475 Classified Advertising 4490 Training 4495 Recruitment/Testing 4685 ACCOUNT MODIFICATIONS ACTUAL 2011-12 39,151 5,858 16 11 2,913 2,623 5,736 493 ADMINISTRATIVE SERVICES Program: Account: PROPOSED 2013-14 615 12,280 15,570 1,210 2,760 100 725 6,660 1,700 6,000 20,000 3,100 10,000 80,720 Support Services 01-910-46 $ PROPOSED 2014-15 615 13,705 16,280 1,260 3,010 100 725 6,815 1,700 6,000 5,000 3,100 10,000 68,310 Represents a minimum 10% variance{+/-) between the proposed FY 2012-13 and adopted FY 2013-14 budgets. ACCT. 4231 Adjustment{-) due to Classification and Compensation Plan completed in FY 2012-13. 4244 Adjustment (-) due to all legal services budgeted under City Attorney for FY 2013-14. 4405 Adjustment {-) mileage reimbursement eliminated. Staff will use City owned vehicles. 4425 Adjustment(+) increase in membership costs. 4490 Adjustment(-) reflects actual training anticipated for FY 2013-14. 4495 Adjustment(-) reflects actual expenses anticipated for FY 2013-14. 4685 Adjustment(+) increase due to expanded Employee Recognition Dinner. 54 4110 Personnel Salaries Personnel Analyst (SO%) 4112 Administrative Services (25%) 4231 Private/Special Contract Services Automation of Recruitment and Evaluation Process 4244 Legal Services Contract legal services (as necessary) 4310 Optional Benefits Program 4320 Health Insurance Medical, dental and vision 4340 PERS Retirement 4350 Medicare 4360 Other Insurance 4410 Meeting Expense Miscellaneous meeting expense 4420 Fares & Subsistence Western Region IPMA Annual Training Conference Registration Lodging ( Nights at $150) Subsistence (2 days@ $50) Transporation 4425 Memberships/Subscriptions Gateway Public Employment Consortium Employee Assistance Program 55 45,620 275 300 100 50 4465 Special Department Supplies Business Cards/Business Card Shells Name plates, badges & City seals Miscellaneous 4475 Classified Advertising Pasadena Star News, SGV Weekly, JoBTRAK, LA Times, Jobs Available, ICMA, Western City, etc. 4490 Training City-wide for employee training 4495 Recruitment/Testing Physical exams, fingerprinting, lunches for oral boards Hepatitis B vaccinations 4685 Special Projects Employee Recognition (Years of Service) Employee Recognition Program 56 1,000 500 200 4110 Personnel Salaries Personnel Analyst (50%) 4112 Administrative Services Director (25%) 4244 Legal Services Contract legal services (as necessary) 4310 Optional Benefits Program 4320 Health Insurance Medical, dental and vision 4340 PERS Retirement 4350 Medicare 4360 Other Insurance 4410 Meeting Expense Miscellaneous meeting expense 4420 Fares & Subsistence Western Region IPMA Annual Training Conference Registration Lodging ( Nights at $150) Subsistence (2 days@ $50) Transporation 4425 Memberships/Subscriptions Gateway Public Employment Consortium Employee Assistance Program 57 275 300 100 so 3,215 3,600 48,375 4465 Special Department Supplies Business Cards/Business Card Shells Name plates, badges & City seals Miscellaneous 4475 Classified Advertising Pasadena Star News, SGV Weekly, JoBTRAK, LA Times, Jobs Available, ICMA, Western City, etc. 4490 Training City-wide for employee training 4495 Recruitment/Testing Physical exams, fingerprinting, lunches for oral boards Hepatitis B vaccinations 4685 Special Projects Employee Recognition (Years of Service) Employee Recognition Program 58 1,000 500 200 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. STAFFING SUMMARY (FTEs) Personnel Analyst Admin Services Director BUDGET SUMMARY Personnel Costs FUNDING SOURCES General Fund Self Insurance Fund $ PROPOSED 2013-14 0.50 0.25 0.75 PROPOSED 2013-14 83,490 498,925 582,415 PROPOSED 2013-14 332,415 250,000 $ PROPOSED 2014-15 0.50 0.25 0.75 PROPOSED 2014-15 86,990 514,505 601,495 PROPOSED 2014-15 351,495 250,000 $ 582,415 $ 601,495 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 Camp. Program. 5. Monitor and review contract with California Public Employees Retirement System . KEY WORKLOAD MEASURES Review and process monthly billing for employee benefits. Annual review of City's Risk Management LossCAP program. Worker's Camp claims are monitored for treatment of injured employee and follow-up. Secure Special Events Insurance coverage as needed. 59 PROPOSED PROPOSED 2013-14 2014-15 156 1 3 5 156 1 3 5 EXPENDITURE DETAIL PERSONNEL ACCT. 4110 Personnel Analyst 4112 Admin Services Director 4190 Allocated OPERATING EXPENSES ACCT. 4305 Bonus Pay 4310 Optional Benefits Program 4315 Section 125 4320 Health Insurance 4330 Unemployment Compensation 4340 PERS Retirement 4350 Medicare Tax 4360 Other Insurance 4370 Benefit Allocation 4410 Meeting Expense 4425 Memberships/Subscriptions 4465 Special Dept Supplies 4490 Training Education ACCOUNT MODIFICATIONS ACTUAL 2011-12 31,881 27,057 469,226 2,452 499,771 46,544 107,519 (775,633) ADMINISTRATIVE SERVICES Program: Insurance/Benefits Account: 01-910-47 PROPOSED PROPOSED 2013-14 2014-15 150,000 150,000 615 615 600 600 190,550 211,665 10,000 10,000 15,570 16,280 1,210 1,260 115,680 109,385 100 100 200 200 400 400 5,000 5,000 9,000 9,000 $ 498,925 $ 514,505 Represents a minimum 10% variance-(+/) between the adopted FY 2012~13 and proposed FY 2013-14 budgets. ACCT. 4305 Adjustment(+) due to expanded program. 4310 Adjustment(-) due to distribution of benefits to each program/department. 4320 Adjustment{-) due to distribution of benefits to each program/department. 4340 Adjustment{-) due to distribution of benefits to each program/department. 4350 Adjustment{-) due to distribution of benefits to each program/department. 4360 Adjustment{-) due to distribution of benefits to each program/department. 4370 Adjustment{-) due to distribution of benefits to each program/department. 4465 Adjustment{+} due increase costs in mandatory employment workplace posters. 60 4110 Personnel Salaries Personnel Analyst (SO%) 4112 Administrative Services Director (25%) 4305 Bonus Pay Performance pay full time employees 4310 Optional Benefits 4315 Section 125 (12 @ $25/mo.) 4320 Health Insurance Medical, dental and vision {active employees for this program, Personnel Analyst 50%, ASD 25%) Retired Employees Medical (25) Medical ad min charge Dental-(HCM) Delta {16) Vision-(JPIA) VSP (17) NOTE: Medical (PERS) estimated 12% average increase for 2013-14) 4330 Unemployment Compensation 4340 PERS Retirement Portion for active employees of this program 12,280 164,090 2,000 8,125 4,055 15,570 NOTE: Lump sum payment of $400,000 for employer portion will be spread among departments, estimated of 3.4% savings 4350 Medicare Tax 61 45,620 4360 Other Insurance Workers• Compensation-CJPIA annual contribution Workers' Compensation-Retro Refund CJPIA General Liability-CJPIA annual contribution All Risk Property, including Earthquake-CJPIA Automobile-CJPIA (projected est.) Environmental Insurance Notary Insurance (2 @ $80) RFD Commercial Crime Program (CJPIA Commercial Blanket Bond Program) Life Insurance-Assurant (for this program•s active employees) NOTE: $180/annually per employee Disability Insurance-Assurant (for this program•s active employees) (Includes short-term and long-term disabilities) Workers• Compensation & RFD amount for this Program Adjustment (Workers• Compensation & RFD Commercial Crime Program amount distributed to other department programs) 4410 Meeting Expense Miscellaneous meeting expense 4425 Memberships/Subscriptions Best's Insurance Rating Guide (CD-ROM with hard copy) 4465 Special Department Supplies Employee safety videos, brochures and posters 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 4695 Education Expense Education/Tuition reimbursement program 62 99,590 (110,000) 159,735 48,000 7,500 6,500 200 1,500 135 1,640 985 (100,105) 4110 4112 Personnel Salaries Personnel Analyst (SO%) Administrative Services Director {25%) 430S Bonus Pay Performance pay full time employees 4310 Optional Benefits 431S Section 12S (12@ $2S/mo.) 4320 Health Insurance Medical, dental and vision (active employees for this program, Personnel Analyst SO%, ASD 2S%) Retired Employees Medical (2S) Medical ad min charge Dental-(HCM) Delta (16) Vision-(JPIA) VSP (17) NOTE: Medical (PERS) estimated 12% average increase for 2014-1S) (To be evaluated at mid-year budget) 4330 Unemployment Compensation 4340 PERS Retirement 13,70S 183,780 2,000 8,12S 4,0SS Portion for active employees of this program 1S,6SS NOTE: Lump sum payment of $400,000 for employer portion will be spread among departments, estimated of 3.4% savings 43SO Medicare Tax 63 48,37S 38,61S 4360 Other Insurance Workers' Compensation-CJPIA annual contribution Workers' Compensation-Retro Refund OPIA General Liability-CJPIA annual contribution All Risk Property, including Earthquake-CJPIA Automobile-CJPIA (projected est.) Environmental Insurance Notary Insurance (2 @ $80) RFD Commercial Crime Program (CJPIA Commercial Blanket Bond Program) Life Insurance-Assurant (for this program's active employees) NOTE: $180/annually per employee Disability Insurance-Assurant (for this program's active employees) (Includes short-term and long-term disabilities) Workers' Compensation & RFD amount for this Program Adjustment (Workers' Compensation & RFD Commercial Crime Program amount distributed to other department programs) 4410 Meeting Expense Miscellaneous meeting expense 4425 Memberships/Subscriptions Best's Insurance Rating Guide (CD-ROM with hard copy) 4465 Special Department Supplies Employee safety videos, brochures and posters 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 4695 Education Expense Education/Tuition reimbursement program 64 120,000 (100,000) 140,000 50,000 8,000 7,000 200 1,500 135 1,710 1,170 (120,330) 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. STAFFING SUMMARY Admin Services Director Accountant Account Analyst BUDGET SUMMARY Personnel Costs Operating Expenses FUNDING SOURCES General Fund KEY PROGRAM GOALS Total: $ Total: $ ACTUAL ADOPTED 2011-12 2012-13 269,302 250,735 147,454 229,380 416,756 $ 480,115 ACTUAL ADOPTED 2011-12 2012-13 416,756 480,115 416,756 $ 480,115 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-t:f/1!!~-t~o · 2oJ.i-13 }f~,725 ... 265;~3o $ '4t6;555 >'ESTiMATED 1iJ12:]3 476,555 $ .476,555 PROPOSED PROPOSED 2013-14 2014-15 ------------~~ $ 484,390 $ 506,995 5. Review the preparation of the State Controller's Report, the Street Report and the Statement of Indebtedness. 6. Plan and cooordinate 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 PROPOSED PROPOSED KEY WORKLOAD MEASURES 2013-14 2014-15 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. Completion of financial software confersions. FOOTNOTES: 60 45 230 5 1/ Includes petty cash, visa card, monthly treasurer's report, quarterly budget amendments, & annual budget preparation reports. 2/ The CAFR is part of the contract services with new auditing firm. 3/ Single audit, MTA audit, Gas Tax & CDBG and annual City audit. 65 60 45 1 230 5 1 2 EXPENDITURE DETAIL PERSONNEl ACCT. 4112 Admin Services Director 4114 Accountant 4115 Account Analyst 4150 Overtime 4161 Part Time 4190 Allocated OPERATING EXPENSES ACCT. 4231 Private/Special Contract Services 4232 Revenue Audit Services 4233 Audit Services 4310 Optional Benefits Program 4320 Health Insurance 4340 PERS Retirement 4350 Medicare Tax 4360 Other Insurance 4405 Mileage Reimbursement 4410 Meeting Expense 4420 Fares & Subsistence 4425 Memberships/Subscriptions 4440 Telephone 4465 Special Dept Supplies 4480 Bank Charges 4490 4530 ACCOUNT MODIFICATIONS ACTUAL 2011-12 14,690 6,669 35,295 555 76 405 650 1,890 16,735 38,950 2,900 5,845 1,900 300 ADMINISTRATIVE SERVICES Program: Account: $ $ PROPOSED 2013-14 68,170 79,375 60,700 1,000 57,550 2(;(;,795 PROPOSED 2013-14 9,500 53,540 2,015 21,190 36,420 3,855 8,405 1,800 600 2,150 970 660 2,000 35,000 2,000 37,490 217,595 $ $ Accounting 01-920-48 PROPOSED 2014-15 69,505 80,930 64,365 1,000 60,570 276,370 PROPOSED 2014-15 9,500 53,950 2,015 23,540 37,500 3,995 9,255 1,900 600 4,750 970 660 2,500 40,000 2,000 37,490 230,625 Represents a minimum 10% variance(+/-) between the adopted FY 2012-13 and proposed FY 2013-14 budgets. Acct. 4114 Adjustment H due to staff no longer charged to Housing as a result of the dissolution of the RDA. 4115 Adjustment H in staffing hours due to automation of processes. 4150 Adjustment H in staffing hours due to automation of processes. 4231 Adjustment H due to upgrade of financial software completed in FY 2013-14. 4232 Adjustment(+) due to increase in sales tax audit consultant services. 4410 Adjustment(+) due to increased attendance at CSMFO luncheons. 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. 66 4112 4114 4115 Personnel Salaries Administrative Services Director (45%) Accountant Account Analyst 4150 Overtime 4161 PartTime Accounting Assistant $31.62 x 35 Hrs x 52 Wks 4232 Revenue Audit Services Sales Tax Revenue Audit Documentary Transfer Tax Audits 4233 Audit Services Annual Audit State Reports Comprehensive Annual Financial Report Expense 4310 Optional Benefits Program 4320 Health Insurance Medical, dental and vision 4340 PERS Retirement 4350 Medicare 4360 Otherlnsurance 4405 Mileage Reimbursement Auto allowance per Contract Agreement for Admin Srvs Director ($150 x 12 months) 67 68,170 79,375 60,700 CSMFO Bi-Monthly Meetings and other 4420 Fares & Subsistence 4425 CSMFO Annual Seminar-Southern California, February 2014 or CMTA Annual Seminar-Southern California, April 2014 or CaiPERS Education Forum-Southern California, October 2013 Registration Subsistence (2 days @ $50) Transportation Hotel (2 nights@ $250) Contract Cities Memberships/Subscriptions Sub Total California Society of Municipal Finance Officers (CSMFO) California Municipal Treasurers Association (CMTA) Government Finance Officers Association {GFOA) 4440 Telephone Cellular Phone Monthly Service Charge (12 months@ $55) 4465 Special Department Supplies Check Order, Cash Register Supplies, 1099 Envelopes Miscellaneous Office and Computer Supplies 4480 Bank/Payroll Charges Checking Account Merchant Account (Visa/Master Card Charges) Section 125 Account Payroll Processing Charges Armored Truck Services 4490 Training Seminars/workshops for CMTA, CSMFO, Payroll Certification and other trainings for the Accountant and Account Analyst 68 350 100 200 500 1,150 1,000 110 160 700 4530 Special Equipment Maintenance Pentamation Annual Maintenance Four J's 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 69 (This page intentionally left blank) 70 4112 4114 4115 Personnel Salaries Administrative Services Director (45%) Accountant Account Analyst 4150 Overtime 4161 PartTime Accounting Assistant $33.28 x 35 Hrs x 52 Wks 4232 Revenue Audit Services Sales Tax Revenue Audit Documentary Transfer Tax Audits 4233 Audit Services Annual Audit State Reports CAFR Expense (Comprehensive Annual Financial Report) 4310 Optional Benefits Program 4320 Health Insurance Medical, dental and vision 4340 PERS Retirement 4350 Medicare 4360 Otherlnsurance 4405 Mileage Reimbursement Transportation to meetings and training seminars ($8 x 12 months) Auto allowance per Contract Agreement for Admin Srvs Director ($150 x 12 months) 71 69,505 80,930 100 1,800 Meeting Expense CSMFO Bi-Monthly Meetings an other 4420 Fares & Subsistence CSMFO Annual Seminar-Southern California, February 2015 or CMTA Annual Seminar-Southern California, April 2015 or CaiPERS Education Forum-Southern California, October 2014 Registration Subsistence (2 days @ $50) Transportation Hotel (2 nights@ $250) Sungard Public Sector Conference (2 Staff) Registration Subsistence (2 days @ $50) Transportation Hotel (2 nights @ $250) Contract Cities 4425 Memberships/Subscriptions Sub Total Sub Total California Society of Municipal Finance Officers {CSMFO} California Municipal Treasurers Association (CMTA} Government Finance Officers Association (GFOA} 4440 Telephone Cellular Phone Monthly Service Charge (12 months@ $55) 4465 Special Department Supplies Check Order, Cash Register Supplies, 1099 Envelopes Miscellaneous Office and Computer Supplies 4480 Bank/Payroll Charges Checking Account Merchant Account (Visa/Master Card Charges) Section 125 Account Payroll Processing Charges Armored Services 72 350 100 200 500 1,150 1,000 200 400 1,000 2,600 1,000 110 160 4490 Seminars/workshops for CMTA, CSMFO, Payroll Certification and other trainings for the Accountant and Account Analyst 4530 Special Equipment Maintenance Pentamation Annual Maintenance Four J1s Proliant/Smart Array Optio DCS Phone Support Pentamation ASP and Payroll System ($2,510 x 12 months) Progressiv~ Solution for Cash Register 73 2,300 1,080 390 30,120 3,600 (This page intentionally left blank) 74 ADMINISTRATIVE SERVICES Program: Account: Purchasing 01-920-49 STATEMENT OF PURPOSE Responsible for planning, directing and controlling the purchasing, duplicating, printing and mail service for the City. PROPOSED PROPOSED 2013-14 2014-15 ------------0.00 0.00 ------------0.00 0.00 ACTUAL ADOPTED ESTIMATED PROPOSED PROPOSED BUDGET SUMMARY 2011-12 2012-13 ... · 2012c13 2013.-14 2014-15 Personnel Costs --. '- Operating Expenses 130,691 135,950 I :'1.~8,200 148,200 146,200 Total: $ 130,691 $ 135,950 $ i3s;zoo $ 14~,2()() $ 146,200 ACTUAL ADOPTED 1 . . . fSiiPf/I[~D FUNDING SOURCES 2011-12 2012-13 .... -2012-.13. PROPOSED PROPOSED 2013-14 2014-15 ------------General Fund 130,691 135,950 I :1.38)200 ~~ Total: $ 130,691 $ 135,950 $. 138,200 $ 148,200 $ 146,200 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 Daily and annual outgoing mail . 1/ Copiers maintained. 2/ Fixed assets inventory & depreciation. 3/ Orders placed for replenishing water, toner, paper, office, & mise supplies. 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, Anrtex Building, and Civic Center. 3/ Fixed assets are tagged (labeled) when purchased. Inventory for additions and deletions are performed annually in preparation for depreciation. 75 PROPOSED PROPOSED 2013-14 2014-15 75,000 6 annually 60 75,000 6 annually 60 ADMINISTRATIVE SERVICES EXPENDITURE DETAIL ACTUAL ADOPTED ' ESTIMATED PERSONNEL 2011-12 2012-13 > ' iQ12"13 ACCT. :< > 4161 Part-Time -: I ' <<. " 4190 Allocated Benefits -" Total: $ " $ " $ . " ACTUAL ADOPTED ES!I/\1/ATED OPERATING EXPENSES 2011-12 2012-13 ACCT. 4405 Mileage Reimbursement so 4425 M em b ersh i ps/Su bscri ptio ns 145 200 200 4445 Printing 8,799 11,500 l/,000 10,860 12,000 ;;,~,g9o 8,125 12,000 '!?J(lop 4450 Postage 4460 Office Supplies 1,386 1,100 : 2;500 41,300 43,000 .~~.o§o 40,379 40,000 4~·990 18,914 15,000 15,000 783 1,100 isoo 4465 Special Dept Supplies 4510 Maintenance & Repair 4520 Office Equipment Maintenance 4530 Special Equipment Maintenance 4580 Equipment Rental 130,691 $ 135,950 $ 138,200 ACCOUNT MODIFICATIONS Represents a minimum 10% variance(+/-) between the adopted FY 2012-13 and proposed FY 2013-14 budgets. Acct 4405 Adjustment{-) mileage reimbursement eliminated. Staff will use City owned vehicles. 4445 Adjustment(-} reflects actual expenses anticipated for FY 2013-14. 4460 Adjustment(-) due to departments budgeting and purchasing their own office supplies. 4520 Adjustment(-) due to copy machines at live Oak Park now reflected in Department's budget. 76 Program: Account: $ PROPOSED 2013-14 200 9,000 15,000 8,000 1,500 69,500 28,000 15,000 2,000 148,200 $ Purchasing 01-920-49 PROPOSED 2014-15 200 9,000 15,000 6,000 1,500 69,500 28,000 15,000 2,000 146,200 4425 Memberships/Subscriptions Sams Club Annual Membership ($100 flat fee for credit line+ 1 member@ $30 + 4 additional cards@ $15 plus tax) 4445 Printing Copier Paper Outside Printing I Engraving ( Engraving, letterhead, envelopes, annual budget covers) 4450 Postage Replenish meter, 3rd class bulk, 1st class bulk, postal box rental, Overnight letters1 public notices, certjreturn receipts1 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 units1 software programs, laser printer developer and miscellaneous items 4465 Special Department Supplies Lunch Room Supplies 4510 Maintenance & Repair Equipment maintenance Manangement Information Sytems (MIS) Service (460 hrs x $88.00/hr) Web design, annual hosting fee and cloud services 4520 Office Equipment Maintenance Mail Machine, Electronic Scale-Pitney Bowes Phone System-ATT/SBC Copiers Lease for City Hall (2) 77 43,000 26,500 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 Z 4580 Equipment Rental Postal Machine Reset Meter Fee 78 4425 Memberships/Subscriptions Sams Club Annual Membership ($100 flat fee for credit line+ 1 member@ $30 + 4 additional cards@ $15 plus tax) 4445 Printing Copier Paper Outside Printing I Engraving (Engraving, letterhead, envelopes, annual budget covers) 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 Office Max, 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 4465 Special Department Supplies Lunch Room Supplies 4510 Maintenance & Repair Equipment maintenance Manangement Information Sytems (MIS) Service (460 hrs x $88.00/hr) Web design, annual hosting fee and cloud services 4520 Office Equipment Maintenance Mail Machine, Electronic Scale-Pitney Bowes Phone System-ATI/SBC Copiers Lease for City Hall (2) 79 43,000 26,500 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 4S80 Equipment Rental Postal Machine Reset Meter Fee 80