The URL can be used to link to this page

Home My Public Portal About090_Quarterly Report for GA OCT to DEC 2010/ 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 (Oct - Dec 2010) Main Event this quarter was the Employee Picnic held on Saturday, October 16th, at the Campground. Over $1,200 in door prizes donated from local business for the event. Pins and certificates were given to the following employees for their years of service: Warren (Hodad) Millikan 5 years Police Dianne Otto 5 years Community Development Angie Anderson 10 years Police Bob Bryson 10 years Police Johnny Hosti 15 years Police April Moore 15 years Fire Melanie Smith 15 years Police Jimmy Bostwick 20 years DPW Clifton L. Sasser 30 years Fire Employee of the Quarter – 3rd Quarter: Diane Otto 4th Quarter: Matthew Moses and Emory Randolph Attended Personnel Conference (GLGPA, Nov. 2-5) with Mary Hogan. I am an elected Board Member of the Association chairing the Award Committee. Attended continuing education classes on: HR Policy Swap Shop, Post Retirement Benefits, What Keeps HR Executives up at Night, and Social Networking Attended a State Conference in December - Council for State Personnel Adm (CSPA). Attending classes on: Health Care Reform, Hot Topics in HR, Rewards Recognition, and How to Start a Workplace Wellness Program. Set up excel sheet showing the number of Workers’ Comp injuries for the year in each dept for treated and non-treated injuries – 15 treated injuries for the year with 4 occurring during this quarter (down from 23 in 2009) and 11 untreated injuries. Began tracking this 2009. Processed 2 new hires, 42 terminations and 1 retirement. Held new employee orientations. Began advertising for the Chief of Police position. Over 80 applications received. Implemented 3 new policies: Drug Free Workplace, Fraternization (Dating), and Internet Policy. Held an employee meeting on these policies and explained these policies and offered a question and answer time for employees to respond accordingly if they so desired. Quarterly Report from HR (Oct - Dec 2010) - continued Sent out performance evaluations with current status of each employee to each Dept Head along with their job description. Updated current employee’s addresses and phone numbers, 2011 holiday schedule, and general information sheet. Continuing to write new policies and updating the personnel policies. / 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 (Oct – Dec 2010) ADMINISTRATIVE: Claire Price and Mary Hogan attended the GGFOA (Georgia Government Finance Officers Association) Conference in Savannah for training on the new balance sheet presentation requirements for FYE 2011. Three of the finance department staff (Nalene Conway, Stephanie Hogan and Melissa Freeman) attended two 2 day classes in Macon, Ga. titled “Intermediate Budget” and “Best Practices in Accounts Payable “towards completion of their Government Finance Officer Training Certificate Program through the Carl Vinson Institute of Government. Processed 778 payroll checks and direct deposits totaling $698,603.55 Reconciled and prepared W-2’s and payroll reports to be processed the first of January Updated amortization schedules to reflect changes in year end Compiled sq footage of buildings and dept allocations Updated the monthly bank reconciliation process Continued working on fixed asset project Completed month end journal entries, reports, account reconciliation, bi-weekly Chatham County reimbursements, bi-weekly payroll taxes, monthly Sales and Use Tax Reports & yearly DCA reports. Began scanning documents for the audit folder for the upcoming audit FYE 2011. This gives the auditors on-line access to many of the documents that they require to perform the audit, while saving copying expenses and staff time. Implemented the Purchasing Card Program and provided training for individuals who received the cards. Processed 867 accounts payable checks Processed over 1400 accounts payable invoices totaling $2,012,333.21 CASH COLLECTIONS: $692,947.51 in water bill payments Counted almost $28.00 in coins retrieved from the fountain. Updated cashier office procedure manual. 305 payments for hotel/motel tax totaling $273,866.58 1794 parking citation payments; $55,520 $56,939.34 in liquor and beverage taxes Sold over 150 decals and parking passes Completed Inventory of equipment and fixed assets Quarterly Report from FINANCE/UTILITY BILLING (Oct – Dec 2010) - continued UTILITY BILLING: Billed approximately $580,000.00 for water/sewer charges (garbage/fee’s not included) Billed $8400.00 new deposits 168 new meter changes Sent $27,000 to collections (second batch) / 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 (Oct – Dec 2010) Hardware: Replaced TIPD GCIC workstation Reconfigured Campground ‘crow’s nest’ wifi access point Installed new Campground wireless router TIPDS1 – cleaned up 46GB disk space Moved scanner & pc to archive room Set up TEMA room w/ phone & workstations for interns Replacement cell phones Replacement desktop UPS’s Replacement monitors 2 new printers Continued working with Pete and Duncan on the short battery life issues. Decided our first solar charging control was not doing the job. According to the guy who does the solar work for the weather stations, he thinks the solar cells are under-powered and our problem is that the issues are caused by under-charging and not over-charging the batteries! I think we should purchase at least one “better” solar cell to test this theory, but for now, have purchased a sample of the same controller George uses in their solar equipment. Need to purchase some molex power connectors to get this thing wired in to a unit and start testing. Replaced two more non-working power switches in kiosk controllers – 4 left! Half the population have had new power switches installed. Pay & display Parking meter upgrades South beach sandbar surveillance camera router replacement Pavilion surveillance camera replacement 1 additional desktop wkstation @ Water Dept 4 desktop UPS replacements 1 laptop mount system for F250 Water Dept vehicle South beach sandbar surveillance camera router replacement*DUPLICATE* Software: Installed Network Inventory application for all sites Expanded installs of Laserfiche Incode Court/Parking module installation & data migration Research online payment system options/90% Implemented…merchant agreement is only piece lacking. Aavelin software upgrade – Channel 7 Marquee Visiontech software upgrade Water Dept handheld GPS & mapping software implementation for meters Quarterly Report from IT (Oct – Dec 2010) -continued Website: 656 (was 551) online utility bill payers Everbridge: 121 (was 112) opt-in participants 2149 (was 2111) emergency enrollees Facebook: 1300 fans; Twitter: 435 followers; Followers took a slight jump in December and has been growing at an accelerated rate since then. Forums: Lost; Found; Transportation & Parking; Better Hometown; Administrative: Created network & email accts for all new TIPD personnel LOADS of ecobee thermostat support! Set up initial Group Policy structure on COTIS5 Prepped the online calendar for all the 2011 meetings and advance events Rec’d GTA SSL VPN for parking GCIC access, still waiting for ORI Negotiated new voice & data plan for City Hall, TIPD, Campground Other normal stuff Monthly utility billing newsletters A handful of press releases – Third Thursdays, info on Bryson, biofuels at DPW, etc. Calendar events Employee of quarter Have filmed videos of 3 or 4 events that need to be edited and put into the schedule – beach trash haul from DPW, Leadership Tybee graduation, helmet fitting workshop, drug resistance spots. 2010/2011 budget preparation Hurricane exercise design team planning City Cell Phone Policy revision & subsequent reduction in active/billable lines City map was created for the bike routes – it will be incorporated in the next brochure/publication from the Visitors Bureau Six press releases completed Community Notification System – 6 broadcasts / 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 (October - December 2010) Attached are the Parking Department Statistics for the Quarter: Other highlights: 1. Purchased 58 meter heads to replace worn out ones and install new ones at new spaces. 2. Worked with DPW to get streets and curbs repainted during the slow season. 3. Painted various curb stops with “Pay-to-Park” turtle stencils. 4. Sent out 4,305 delinquent notices 5. Developed a meter maintenance schedule procedure. Still trying to get it pinned down to a manageable system. 6. Developed and put into place new policies and procedures including: a. New parking enforcement staff dress code policy b. New recruitment and hiring policies and procedures c. New orientation and training policies and procedures Areas where new meters were added: 1. 15 new single space meters installed on Butler Ave. between Lovell and Jones. Current areas under consideration for metering include: 1. Area around 401 Butler including 3rd west of Butler 2. City right of way south end of island 3. Lovell between 1st and 3rd