Transcript Finance Department

Carson City, Nevada
Finance Department
July 1, 2016 through June 30, 2017
Budget Workshop
Organizational Chart
Nancy Paulson
Chief Financial Officer
Sheri Russell
Deputy Chief
Financial Officer
Janice Keillor
Grants
Administrator
Accounting Manager
Accounting Manager Enterprise Funds
Payroll Administrator
Accounting Technician
Laura Tadman
Purchasing & Contracts
Administrator
Ronald Reed
Facilities Maint.
Manager
Courier
Cecelia Meyer
Risk Management
Coordinator
Senior Building
Maintenance Worker
Building Maintenance
Workers (4)
Skilled Trades
Technicians (6)
Accounting Clerk
Full Time Employee Count = 23
Finance Department
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Prepare, file and monitor the citywide budgets
Prepare the Comprehensive Annual Financial Report (CAFR)
Reconcile grants and prepare the fiscal year end Schedule of Federal Awards (SEFA)
Prepare, post and distribute bi-weekly paychecks, monthly PERS and FLSA reporting,
quarterly 941’s and FUTA reporting, and the annual W-2’s
Review, post and distribute accounts payable checks weekly, file 1099’s annually
Review and post transactions for over 250 procurement cards monthly
Set financial policies as necessary, adhere to and enforce those policies
Post all cash receipt batches and journal entries
accurately.
Prepare monthly citywide cash reconciliation
Work closely with JNA Consulting to issue debt
as necessary.
Reconcile and track capital assets and calculate
depreciation
Answer questions from the public, staff, and
board members as requested.
Revenues & Expenses
FINANCE DEPARTMENT
800,000
700,000
600,000
500,000
400,000
300,000
200,000
100,000
0
Actual
2014
General Fund Support
Actual
2015
Salaries
Estimated 2016
Benefits
Budgeted 2017
Services & Supplies
Purchasing & Contracts
• Prepares, executes, and monitors contracts citywide
• Prepares, communicates and administers formal bid openings and requests
for proposal’s (RFP’s) citywide
• Posts relevant information regarding bids and RFP’s to www.carson.org
• Reviews all requisitions over $5,000 to ensure contract policy compliance
• Updates and maintains the Carson City purchasing and contracts policy
• Ensures compliance with purchasing regulations, Nevada
Revised Statutes and city policies
• Issues purchase orders once review process is
complete
• Works with the District Attorney, Finance and Risk
Management to ensure contract compliance with
laws, budget and insurance requirements.
Revenues & Expenses
PURCHASING
140,000
120,000
100,000
80,000
60,000
40,000
20,000
0
Actual
2014
General Fund Support
Actual
2015
Salaries
Estimated 2016
Benefits
Budgeted 2017
Services & Supplies
Facilities Maintenance
• Oversight of janitorial services
• General maintenance and repair from floor to roof, and everything in
between for all City Facilities. Including, but not limited to the City
Hall, Courts, Jail, Public Works buildings, and Parks structures.
• Tracks necessary roof refurbishment on buildings and general
condition of HVAC equipment
• Ensures all employees have a comfortable work environment,
including maintaining and repairing lights, heating and/or air
conditioning, plumbing and pest control.
• Works with all Departments on building failures, electrical panels,
security systems and fire control system, as well as how to fund such
repairs.
• Involved with small remodel projects and/or moving furniture within
facilities as requested.
Revenues & Expenses
FACILITIES MAINTENANCE
1,600,000
1,400,000
1,200,000
1,000,000
800,000
600,000
400,000
200,000
0
Actual
2014
General Fund Support
Actual
Salaries
2015
Benefits
Estimated 2016
Budgeted 2017
Services & Supplies
Capital Outlay
Risk Management
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• Member of the Governor’s Board for Subsequent Injury Account for
Self Insured Employers
• American’s with Disability Act (ADA) coordinator
Oversee Carson City’s workers’compensation self-insurance program, file claims, prepare
reports, manage light duty, and litigation
Oversee Carson City’s liability insurance program, file claims, involved in litigation, and
annual insurance renewals
Safety Director –Manage safety committee, schedule and participate in site safety inspections
of all city-owned buildings, and coordinate facility safety training
Oversee and manage all drug testing for City as the Drug Recognition Expert (DRE).
Includes federally required random testing for CDL drivers, random program and post injury
for Fire Department, reasonable suspicion testing, and post-accident testing
Maintain/Update driver’s license information of city-employees
Maintain all heart/lung physicals for Fire and Sheriff’s department
Manage/direct the heart/lung physicals for Bailiffs’ and Marshalls’
Revenues & Expenses
RISK MANAGEMENT - INSURANCE
2,000,000
1,500,000
1,000,000
500,000
0
Actual
Administrative Fees
Benefits
2014
Actual
2015
Estimated 2016
Recoveries & Miscellaneous
Services & Supplies
Budgeted 2017
Salaries
Depreciation
Revenues & Expenses
RISK MANAGEMENT - WORKERS' COMPENSATION
1,000,000
800,000
600,000
400,000
200,000
0
Actual
2014
Employer Contributions
Benefits
Actual
2015
Estimated 2016
Recoveries & Miscellaneous
Services & Supplies
Budgeted 2017
Salaries
Depreciation
Capital Requirements
Department
Description
FY 16/17
FY 17/18
FY 18/19
FY 19/20
FY 20/21
FACILITIES MAINTENANCE
Custodial Equipment Replacement
$
Custodial Supplies & Van Shelving
Facilities Maintenance Under $15,000 Total $
Multi Year Roof Replacement/Restoration/Repairs
15,000 $
11,428 $
8,005 $
6,685 $
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6,200
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21,200 $
11,428 $
8,005 $
6,685 $
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$ 535,000
$ 198,000
$ 214,500
50,000
City Hall Elevator Retrofit
38,500
City Facilities Carpet Replacement
41,205
83,687
25,000
25,000
25,000
City Facilities exterior painting
51,393
53,003
24,560
89,925
45,000
City Facilities interior painting
25,000
25,000
25,000
25,000
25,000
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130,700
Facilities Maintenance Over $15,000 Total $
871,798 $
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$ 250,000
Public Safety Complex Boiler
Hardware & Software for Citywide HVAC Controls
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$ 181,500
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359,690 $
289,060 $
321,425 $
345,000
FINANCE
Replace Copier - 9 Years Old
$
Finance Under $15,000 Total $
5,000
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5,000 $
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TOTAL CAPITAL NEEDS $ 897,998 $ 371,118 $ 297,065 $ 328,110 $ 345,000