2016 PROPOSED BUDGET: FINANCE DEPARTMENT OCTOBER 20, 2015 DEAN ROHLA FINANCE DIRECTOR

Oct. 20, 2015 Proposed Budget Discussion 2 Finance: 2016 Proposal

Oct. 20, 2015 Proposed Budget Discussion 3 BARS Number for Finance department budget Finance This budget is home to the Finance and Administrative Services division consisting of: Finance City Clerk Accounting Budget Administration Utility Billing Capital Assets Finance: 2016 Proposal

Oct. 20, 2015 Proposed Budget Discussion 4 What our Community and City Departments Expect & Currently Receive from the Finance Department: Finance: 2016 Proposal  Courteous, timely, and helpful customer service  Budget Administration  Investments, banking, and cash management  Audit and Internal Controls  Insurance  Accounting  Accounts payable  Accounts receivable  Payroll  Capital assets  Financial reporting – monthly, quarterly, annual  Debt Management and continuing disclosure  Human Resources and Employee Benefits  Maintain (ERP) Enterprise Resources Planning software (Springbrook)  Policies, Procedures, Ordinances, & Resolutions

Oct. 20, 2015 Proposed Budget Discussion 5 Finance: 2016 Proposal Utility Billing  Courteous, timely, and helpful customer service  Administration of the Utility DMC, RCW, etc.  Monthly water, sewer, and storm water billing  Ease of payment via multiple methods:  In person  Mail  Drop Box  Phone – Official Payments  Online/Merchant Transact  ACH/Direct Debit What our Community and City Departments Expect & Currently Receive from the Finance Department:

Oct. 20, 2015 Proposed Budget Discussion 6 Finance: 2016 Proposal  Courteous, timely, and helpful customer service  Policies and Procedures  Manage Municipal Code Supplement services  Attend Council meetings, prepare agenda packets, and minutes  Custodian of all official records and legal documents  Respond to public information & records requests  Website management  Front office coverage and cash receipts  Business Licenses, Pet Licenses, Special Event Permits  Monthly newsletter  Support for Mayor, Council and Library Board  Rose Room rental management  Contract management (janitorial, archiving, etc.)  Recycling program management  Manages claims against the City What our Community and City Departments Expect & Currently Receive from the City Clerk:

FTE’s 2.16 charged to General fund Budget (all funds) $23 million Staffing Levels FTE’s 2.16 charged to General fund Prelim Budget (all funds) $35.5 million 54% ↑ = large capital projects & debt Oct. 20, 2015 Proposed Budget Discussion Finance: 2016 Proposal A percentage of the program positions are allocated out and funded in part by the Utilities and Street funds. Allocations are reconciled annually to match work output with funding source.

Oct. 20, 2015 Proposed Budget Discussion 8 Finance: 2016 Budget Summary Finance: 2016 Proposal $30, /15 Audit performed by State Auditors Office (hourly rate ↑ $93/hr) 12,000Bank of America fees and account charges tripled in April Fees accrue monthly but only charged once a year. 6,420Training, travel, and membership 3,440Other (sales tax, advertising, small equipment, safekeeping fees, etc.) $51,860

Oct.20, 2015 Proposed Budget Discussion 9 Finance: 2016 Proposal Goals for 2016: Successful financial and accountability audits Solicit Banking Request for Proposals (RFP’s) Additional training in Springbrook Bar coding utility bill remittances to assist with cash receipting Contract routing form Organize shared drives Implement OneDrive and SharePoint sites Electronic agendas Continue cross-training and desk manual updates Continue search for cost savings and additional revenue sources