mission statement structure and services structure

City of San Mateo

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BUSINESS SERVICES MISSION STATEMENT To provide the City with sound fiscal management and facilitate the operation of all City departments by providing appropriate financial data and support through a variety of business services. STRUCTURE AND SERVICES Structure: The Business Services Department has 16.70 authorized merit system positions. Services are grouped into three programs: Accounting Services, Treasury/Cash Management/Budget, and Central Services. Accounting Services: The objectives are: To maintain a governmental accounting system that presents accurately, and with full disclosure, the financial operations of the funds and account groups of the City in conformity with Generally Accepted Accounting Principles. To process payroll and accounts payable on a biweekly basis. To administer bonded debt of the City and the Redevelopment Agency. Treasury/Cash Management/Budget: The objectives are: To receive and safely keep all revenues coming in to the Treasury. To comply with all laws governing the depositing and securing of public funds. To pay money only on requests signed by legally designated persons. To collect all money due to the City and manage it prudently so as to ensure at all times liquidity, safety and optimum yield. To pursue effective revenue enhancement programs. To plan, coordinate and prepare the City Budget for submission to City Council. Central Services: The objectives are: To ensure a high level of administrative support services in the areas of Purchasing, Central Stores, Courier Service and City Hall Operations, that are reliable and responsive to the needs of all City departments.

Two Year Business Plan 2006 ~ 2008

BUSINESS SERVICES

Performance Measurements Listed under each program heading are a few of the measurements used to determine if a program is meeting its goals and to use as comparison to previous years performance and/or performance levels of other agencies. GOAL ACTUAL GOAL GOAL GOAL Accounting Services FY04/05 FY04/05 FY05/06 FY06/07 FY07/08 1. Receive national and state award for clean audit and outstanding reporting (CAFR)

100%

100%

100%

100%

100%

2. Average cost per paycheck. * $7.49 * * *

3. Average cost per vendor payment. * $7.24 * * *

Treasury/Cash Management/Budget FY04/05 FY04/05 FY05/06 FY06/07 FY07/08 1. Receive national or state award for comprehensive, readable and outstanding budget report.

100%

100%

NA

100%

NA

2. Deliver proposed budget to City Council 30 days before the fiscal year ends.

100%

100%

100%

100%

100%

3. Average cost per Accounts Receivable invoice.

*

$11.59

*

*

*

4. Average cost per business license (includes phone and counter coverage).

* $9.00 * * *

Central Services FY04/05 FY04/05 FY05/06 FY06/07 FY07/08 1. Average cost per Purchase Order processed

* $11.82 * * *

2. Percent of Purchase Orders processed within one day.

90% 99.3% 90% 95% 95%

3. Percent of goods delivered within 2 days of receipt of request from the Central Stores Warehouse.

90% 100% 90% 95% 95%

4. Cost per piece of outgoing U.S. mail to process.

* 8.25 cents * * *

* Maintain or reduce cost

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City of San Mateo

Business Services Department Performance Measurement Results

Number of Bills Paid

0

5000

10000

15000

20000

25000

FY03/04 FY04/05 FY05/06

Payroll Accounts Payable

FY03/04 FY04/05FY05/06

0

1000

2000

3000

4000

5000

6000

7000

8000

No.

of B

usin

esse

s/R

even

ue in

$'

000

Business Tax Data

Number of Businesses Annual Revenue

Percent of Customers Rating Service as Good or Better

75%

80%

85%

90%

95%

100%

FY02/03 FY03/04 FY04/05 FY05/06

Goal Actual

AssessmentThe City pays employees on a bi-weekly basis andvendors on a weekly basis. The number of payrolldisbursements, that include direct deposits, is affectedby both regular as well as part time, per diem, andseasonal employees. In the accounts payable area,while the number of payments do not show asignificant change, the processing of some paymentssuch as those for large contracts and credit cards havebecome more time consuming.

Next StepsWe continue to explore ways to simplify thedisbursement process mosty through the use oftechnology. Most of our employees are on directdeposit. Our vendors are paid primarily by check.

AssessmentThe chnage in revenue is a function of both number ofbusinesses and their gross receitps. The number ofbusinesses does not fluctuate significantly from year toyear. So the growth in revenue from Business Tax ismostly a function of the gross receipts of businesses.

Next Steps We thrive on being a business friendly city. BusinessTax is a significant component of the General Fundrevenue. Periodic audits are conducted to ensurecompliance with the Code.

With the recently implemented new DevelopmentReview software system that will also be used toadminister this program, we expect to provide a higherlevel of service to the business community.

AssessmentThe City has a customer service goal of a 90% rating ofgood or better. The Finance Department conducts anannual survey of our internal customers and analyzesthe results. In the past three years, we have exceededour goal by a significant margin.

Next StepsThe goal for FY05/06 has been set once again at 90%.Staff receives customer service training and it isincorporated in the employee evaluation process. Wewill continue to improve customer satisfaction, follow upas necessary regarding concerns raised, seekimprovement, and provide ongoing training to staff.

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BUSINESS SERVICES

DEPARTMENT SUMMARY Actual Budget Revised Est. Adopted Projected FTE's2004-05 2005-06 2005-06 2006-07 2007-08

(As amended)

EXPENDITURES

By ProgramACCOUNTING SERVICES 877,935 1,104,738 974,683 1,104,442 1,137,256 7.42TREASURY/CASH MANAGEMENT 691,358 777,504 742,848 806,251 834,471 6.40CENTRAL SERVICES 626,005 676,182 666,991 692,747 711,350 3.16 Total $2,195,298 $2,558,424 $2,384,522 $2,603,440 $2,683,077 16.97

By CategorySalaries and Benefits 1,565,895 1,809,821 1,690,159 1,859,263 1,933,634Operating Expenses 478,325 597,593 541,146 594,290 599,557Capital Outlay 151,078 151,010 153,216 149,887 149,887 Total $2,195,298 $2,558,424 $2,384,522 $2,603,440 $2,683,077

REVENUE

General Fund 2,384,200 2,603,440 2,683,077 Total $2,384,522 $2,603,440 $2,683,077

Merit 16.70Part Time 0.00Over Time 0.27Total 16.97

7-5

City of San Mateo


PROGRAM: ACCOUNTING SERVICES Program Manager: Hossein Golestan, 650-522-7103 Provide financial planning leadership and maintain accurate and adequate records to support transactions and to meet obligations and regulatory requirements. Ongoing Responsibilities

• Maintain the appropriate accounting funds in order to properly record, account for and report all the financial transactions of the City and the Redevelopment Agency.

• Update the General Ledger within 15 working days after end of each month. • Meet all Federal, State and County deadlines for filing the required financial and tax reports. • Monitor the financial status of all Capital Improvement Projects relative to fund transfers,

expenditures, and other charges to ensure current and accurate status, monthly. • Process all debt service obligations on time and in an efficient manner. • Process weekly disbursements of funds and maintain related records. • Participate in the preparation of the budget. • Provide professional accounting support to the Redevelopment Agency to ensure timely

submission of indebtedness statement and State Controller's Report. • Process biweekly payroll for up to 750 employees, interpret and implement government

regulations, reconcile all employee deductions and tax deposits. • Conduct periodic capital project financial status reviews with affected departments.

Objectives 2006 – 2008 Continue to complete the Comprehensive Annual Financial Report (CAFR) and submit to the City Council by the month of December following the end of each fiscal year. Continue to apply for and receive GFOA and CSMFO awards for the CAFR. Provide necessary support and assistance for implementation of employee self-service component of the human resource and payroll software (Infinium), including but not limited to Cognos reporting.

7-6

City of San Mateo

ACCOUNTING SERVICES

PROGRAM SUMMARY Actual Budget Revised Est. Adopted Projected FTE's2004-05 2005-06 2005-06 2006-07 2007-08

(As amended)

EXPENDITURES

By Sub ProgramDEBT ADMINISTRATION 38,746 43,889 34,368 42,248 43,932 0.26ACCOUNTING & REPORTING 486,785 593,543 519,103 565,060 578,721 2.51PAYROLL SERVICES 200,262 300,399 265,821 282,254 291,290 2.27ACCTS PAYABLE SERVICES 152,142 166,907 155,391 214,881 223,313 2.38 Total $877,935 $1,104,738 $974,683 $1,104,442 $1,137,256 7.42

By CategorySalaries and Benefits 638,239 784,516 679,968 820,343 853,157Operating Expenses 102,612 183,138 157,631 148,138 148,138Capital Outlay 137,084 137,084 137,084 135,961 135,961 Total $877,935 $1,104,738 $974,683 $1,104,442 $1,137,256

REVENUE

General Fund 974,683 1,104,442 1,137,256 Total $974,683 $1,104,442 $1,137,256


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7-8

PROGRAM: TREASURY/CASH MANAGEMENT/BUDGET Program Manager: Doris Koo, 650-522-7104 This program is responsible for ensuring that all revenues due to the City are collected and are safely deposited, or prudently invested, in a timely manner; that cash flow adequate to meet City needs is available at all times; and that disbursements of City funds are properly authorized. In addition the program is responsible for planning, coordinating, and preparing the City Budget for submission to City Council and for preparing periodic financial updates and analysis. Ongoing Responsibilities

• Provide centralized cashiering and safe deposit of funds. • Administer Business Tax Ordinance and enforce compliance. • Monitor the timely receipt of all revenues from Federal, State and Local Agencies. • Ensure the timely generation of billings, the collection of charges for services and the

recovery of reimbursable costs. • Manage City's $100 million investment portfolio to ensure safety, liquidity and optimum

yield. • Monitor short term and long term cash requirements and ensure availability of adequate

cash flow. • Convene and staff the Investment Advisory Committee. • Maintain reliable records to support all transactions and prepare and submit required

reports in a timely manner. Provide administrative support and analysis as needed. • Analyze and project revenues for budget purposes. • Plan, coordinate and prepare City Budget for submission to City Council.

Objectives 2006-2008 Closely monitor the newly implemented CityView Business License system and the adequacy of staff training. Monitor the Fire Prevention Fund’s revenue billing and collection on a quarterly basis. Review and improve the Eden/ Infinium budget interface set up. Explore and evaluate the lock box services. Review and monitor the compliance, performance and reporting of the portfolio managed by outside investment advisor.

City of San Mateo

TREASURY AND CASH MANAGEMENT


(As amended)

EXPENDITURES

By Sub ProgramINVESTMENTS & BANKING 83,122 99,631 101,263 112,829 115,448 0.46REV & ACCTS RECEIVABLE 349,888 396,929 393,576 400,955 416,230 3.82BUDGET,ANALYSIS & ADMIN. 258,347 280,944 248,009 292,467 302,793 2.11 Total $691,358 $777,504 $742,848 $806,251 $834,471 6.40

By CategorySalaries and Benefits 608,087 671,450 654,897 705,518 733,738Operating Expenses 83,203 106,054 85,745 100,733 100,733Capital Outlay 68 0 2,206 0 0 Total $691,358 $777,504 $742,848 $806,251 $834,471

REVENUE

General Fund 742,848 806,251 834,471 Total $742,848 $806,251 $834,471


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7-10

PROGRAM: CENTRAL SERVICES Program Manager: Rick Santino, 650-522-7120 Provide City departments with an efficient, effective procurement system while ensuring that regulatory and budgetary provisions are observed. Provide timely and reliable mail and courier service to all departments. Ensure that the City Hall facility is clean and functional. Ongoing Responsibilities

• Continue to provide to City departments procurement expertise and purchasing options, together with improved assistance in the area of specification and contract development.

• Ensure that the City obtains the best quality at the best price. Review all Purchase Orders for compliance with budgetary provisions and regulatory requirements.

• Provide resources to support the Eden Requisition/Purchase Order system. • Provide consultant services for the administration of Fleet Services and fleet procurement. • Maintain and monitor procurement card program. • Process and monitor all service contracts for maintenance of office equipment city-wide. • Maintain and control warehouse inventory. Respond within two days to city-wide requests

for supplies. • Provide timely and reliable mail and courier service city-wide. • Ensure that the lighting, heating and air conditioning of City Hall meets users' needs with

due concern for economies.

Objectives 2006-2008 Evaluate the Warehouse Inventory Control software and determine whether replacement is appropriate. Evaluate and make recommendation for the inter-office and outgoing U.S. mail function in conjunction with Public Works. Identify, evaluate and competitively bid all vehicles and equipment due for replacement.

City of San Mateo

CENTRAL SERVICES


(As amended)

EXPENDITURES

By Sub ProgramPURCHASING & WAREHOUSEING 194,217 214,000 205,993 231,587 240,649 1.86MAIL ROOM 130,613 146,598 162,148 121,303 125,274 1.15CITY HALL OPERATIONS 301,175 315,584 298,850 339,857 345,428 0.15 Total $626,005 $676,182 $666,991 $692,747 $711,350 3.16

By CategorySalaries and Benefits 319,569 353,855 355,294 333,403 346,739Operating Expenses 292,510 308,401 297,770 345,419 350,686Capital Outlay 13,926 13,926 13,926 13,925 13,925 Total $626,005 $676,182 $666,991 $692,747 $711,350

REVENUE

General Fund 666,991 692,747 711,350 Total $666,991 $692,747 $711,350


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mission statement structure and services structure

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