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Home My Public Portal AboutFinance Qtr Report 11.18.10 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 HR (July - September 2010) Advertised for open positions in DPW, mailed 50 regret letters for employment. Attended LGRM training class on Personnel Management and Background Checks Workshop. Audited the I-9 forms for correctness. Established files for terminated employees and set up destroy dates for those documents – such as 2011, 2012, 2013, etc. Re-submitted on-line the Retirement Census of all active employees to GMA due to the change in the budget year. Sent out letter to those employees who do not currently have a beneficiary named on their pension form. Implemented Employee of the Quarter – 1st Quarter: John Dowell; 2nd Quarter: Sandy Herring. Held a Workers’ Compensation Training for those that were appointed to handle the injuries, first reports and the reporting of the first report for their Department – Angie Anderson, Police; April Moore, Fire; Woody Hemphill, Campground; Jackie Cary, DPW; George Reese, Water/Sewer. Set up an excel sheet showing the number of Workers’ Comp injuries for the year in each dept for treated and non-treated injuries. 11 untreated injuries – 9 occurring during this time period; 10 treated injuries – 5 occurring during this time period. Processed 4 new hires – 3 Full time and 1 Part time, 41 Terminations and 2 retirements Began working on food and door prized for the Employee Picnic. Currently working on Harassment Policy and Social Networking Policy 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 (July - September 2010) Audit completed and Audit Report Issued Scanned audit documents and contracts Rolled over New Year. Input current year budget. Reconciliation of all bank accounts , Balance sheet accounts & Revenue & Expense accounts. Working with SunTrust on Purchasing Card setup and training. 860 Account Payable invoices processed and checks written 907 payroll checks processed The Finance Dept staff is finishing up their Certified Financial Officer training. Issued 1260 decals, inputting owner info. Counted and deposited $286,322 in bills and coins Attended a Supervisor’s training session in Dublin, Ga. Phone calls Record management Collected: Posted 7831 Utility Bill Payments totaling over $708,000. Posted 3812 citation payments of $114,729 Sold 402 parking decals @ $100each and issued 858 to residents. Collected over $1 million in hotel/motel, beverage and alcohol taxes ($1,077,748.00) Utility Billing: 9181 Water/Sewer/Garbage bills sent, 338,274,000 gallons of water used, $811,639.08 billed. Made adjustments to over 1030 accounts during the time that DataMatic was here and the meter and fire fly changes were made. DataMatic was here to do manual reads and check on progress of the meter & Firefly issues. 46 New Service Water Accounts Rolled over rate increase into billing system 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 (July – September 2010) 4 Radius VHF 16 Channel Handhelds Lexis Nexis Accurint Govt – Finance Lexis Nexis Accurint LE Plus – TIPD GCIC LEMS – Parking(in process) Suntrust ACH setup –Finance Suntrust OTM setup – Finance Managed Printer Services initiated – all depts./agents/web portal Registered www.cityoftybee.org for 20 more years! Facilitated Auditors remote file access/work space South Beach camera repair (fire/power surge) Fire Station classroom a/v installation Wifi installation- City Hall, Gym, YMCA, Cafeteria, TIFD Office moves, wiring – TIPD, CLERK Set up phone CH extension to xfer to TIPD Admin Installed TIFD badging System on stand-alone workstation New printers – TIPD, Water, DPW, TIPD(rcpt printer) Assisted TIPD w/ Traffic Counter access & new software installation Ongoing: Marquee Channel 7 Web Social media Facebook up to 1179 fans/likes (from 979) Twitter up to 389 (from 311) Marella now posting Animal Control info to Lost and Found forums, with pictures! Found: 5 in q1; 15 in q4 Lost: 8 in q1; 5 in q4 Other forums unused E911/Everbridge enrollment:: 2111 (up from 2041); opt-in: 112 (was 96) Online billpay enrollment: 551 (didn’t report last quarter) Helping people enroll when they call for assistance Encouraging them to register for ACH instead! Current ACH enrollment: 296 Added police citation payments to the web Converted all committee pages to new (cost-saving!) format with Sophicity Ongoing Leadership Tybee support, including one, two-part class on Ethics, and Effective Listening Monitoring battery regulator fix for Parking kiosks initial results don’t look good for regulator fixing shortened battery lifetimes Will continue to look for solution Monthly utility newsletters Transferred tybeefortheholidays.com to WordPress and helped Chantel get started River’s End – major upgrade to RVTripSetter JetPay contract was approved for signing Two registers, two card scanners (under $1k) will allow POS integration and full online reservation capability, which should improve customer sat, speed of reservations, cash flow, staff efficiency, etc. Laserfiche Converted Clerk to using Laserfiche for Council Packets Have started installs in Finance – contracts being put in Laserfiche Have started installs in Zoning Utility billing newsletters Three press releases during Q1 Got Employee of the Quarter running with Janice Various graphic arts projects for exhibits, Campground and other public relations purposes Looming expenditures: TCD/IP is no longer a supported product – replacement product is called Nexus or UltraNexus, with a price tag ranging between $8-10k, depending on features and trade-in of old TCD/IP in timely manner. If TCD/IP breaks, repair will be problematic We repaired the Carousel this year, but this is an obsolete product as well. Nexus products will replace TCD/IP *and* carousel *plus* provide potential support for streaming back-end on the net, as Nexus is all-digital Per Google Analytics for July 1 thru September 30: 60,000 visits to cityoftybee.org, about 20,000 of those by repeat visitors 23% of all visits were to Campground pages 5% were people looking for jobs Visits by local population; half of all visits are from GA; half of those are below: 1. Savannah 8,654 2. Atlanta 5,219 3. Chatham Co. 2,475 4. Tybee Island 1,048 About 4000 visitors have hit the site more than 10 times, ie are likely frequent island visitors or residents Half of all visitors come from a Google search. One-eighth come directly to cityoftybee.org. 4% referred by tybeeisland.com Trends – visits to the web peak in last half of May, bottom out in December, and immediately start the climb to May again 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 (July – September 2010) Total number of tickets written- 10,594 Expired Time- 2,601 Fire Hydrant- 12 No Readable Receipt- 674 No Receipt- 6,351 Parking Against Traffic- 433 Parking In Handicap Space- 11 Prohibited Parking- 512 July- 4,950 Expired Time- 1,185 Fire Hydrant- 7 No Readable Receipt- 362 No Receipt- 2,895 Parking Against Traffic- 196 Parking In Handicap Space- 7 Prohibited Parking- 298 August- 2,936 Expired Time- 755 Fire Hydrant- 2 No Readable Receipt- 166 No Receipt- 1,768 Parking Against Traffic- 142 Parking In Handicap Space- 1 Prohibited Parking- 102 September- 2,708 Expired Time- 661 Fire Hydrant- 3 No Readable Receipt- 146 No Receipt- 1,688 Parking Against Traffic- 95 Parking In Handicap Space- 3 Prohibited Parking- 112 Pay and Display Revenue $656,900 July- $323,339.85 Cash- $103,802.50 Credit- $219,537.35 August- $181,211.90 Cash- $62,008 Credit- $119,203 September- $152, 350 Cash- $52,063 Credit- $100,287 Single Space Meters $55,560.00 Quarterly notes Jennifer Wittendorf joined parking staff as a full time supervisor. Adjustments were made to accommodate overflow crowds on the 4th of July and subsequent weekends. Normal maintenance was performed on meters and equipment. Parking staff performed professionally despite difficult conditions. During the winter season, we plan to initiate an all out effort to collect unpaid parking fines, repair meters and restripe streets.