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FY 2014-2015 Operating Budget Presentation to the Board of Representatives

FY 2014-2015 Operating Budget Presentation to the Board of Representatives. Office of Administration Michael E. Handler Director of Administration. March 26, 2014. Office of Administration - Overview. Michael E. Handler, Director of Administration

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FY 2014-2015 Operating Budget Presentation to the Board of Representatives

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  1. FY 2014-2015 Operating Budget Presentation to the Board of Representatives Office of Administration Michael E. Handler Director of Administration March 26, 2014

  2. Office of Administration - Overview Michael E. Handler, Director of Administration The Office of Administration is responsible for administration of municipal finance functions including, but not limited to: • Accounting • Treasury • Payroll • Budgeting • Purchasing • Central services • Grants • Tax Assessment and Collection • Risk Management • Information Technology In addition, as the chief fiscal officer for the City, the Director of Administration has all of the powers of Town Treasurers and, as such, is responsible for issuance of all municipal bonds.

  3. Office of Administration City of Stamford Office of Administration

  4. Office of AdministrationFY 2013-2014 Accomplishments Financial Health Standard & Poor’s—Long Term Rating AAA/Stable Affirmed Finished FY with healthy fund balance allowing us to contribute: • Rainy Day Fund: $3,000,000 • Capital Non-Recurring: $1,495,107 (City) + $2,732,829 (BOE) = $4,227,936 Total • Other Post-Employment Benefits: $1,685,000 (BOE) • Current-Year Weather Reserve Fund: $2,000,000  Rainy Day Fund Balance now over $21,000,000 Audit • Improvements in Internal Controls over Financial Reporting – Management Letter reflects reduction in Significant Deficiencies and remediation of WPCA Material Weakness

  5. Office of AdministrationFY 2013-2014 Accomplishments Technology • MyStamford311 App for Smartphones • Online Building Permits Risk Management • Reduced dollar value of new Worker’s Compensation Claims by $2,210,900 WPCA • $22,000,000 Revenue Bond Issue July, 2013 • New Money • Refunding Existing Debt • Ratings • Standard & Poor’s AA+ • Moody’s Aa2

  6. Office of AdministrationSummary of Operating Budget Request

  7. Office of AdministrationOperating Budget Request by Activity

  8. Office of AdministrationPro Forma

  9. Office of AdministrationFY 2014-2015 Major Cost Drivers • Director of Administration Salaries $ 28,700 • Revenue Services Salaries $113,200 • Assessor Salaries $ 84,400 • Assessor Contracted Services $ 90,000

  10. Office of Administration Compared to other Municipalities

  11. Office of Policy & Management Jim F. Hricay Director of Policy & Management

  12. OPM Summary of Operating Budget Request

  13. OPM Operating Budget Request by Activity

  14. OPM Compared to other Municipalities

  15. OPMOperational Highlights • Policy & Management assumed responsibility for maintenance of Authorized Unissued (AUI) debt schedule. • Central Services acquired digital off-set and postage machine in which: • better serves departmental printing needs • eliminates costly printing press maintenance • eliminates need to store caustic chemicals • streamlines monthly postage chargebacks • Purchasing Department: • responsible for annual output of $90M in procurement • FY 2013 – issued more than 120 bids and/or RFP’s • FY 2014 – YTD issued 88 bids and/or RFP’s

  16. OPMFinancial Highlights • Closed FY 2012/2013 with surplus • Increased Rainy Day to $21M+ • Maintained capital project funding detail to ensure compliance to BOF Capital Spending Policy • Completed Revenue Bond Sale for WPCA in July • Participated in S&P rating review which reaffirmed Stamford’s AAA rating

  17. OPMCost Management • Salary account lower due to turnover and filling of positions at lower levels. • Purchasing Agent stipend removed from OPM Director and one Buyer position upgraded to Purchasing Agent. (Net savings: $840) • For the future: Funding of Treasury Debt Analyst

  18. OPM in the Future • Continue to create more streamlined budget and forecasting systems and processes to provide more accurate and complete information to internal departments and elected Boards. • Work closely with Operating Departments to Implement FY 14/15 budget. • Initiate Capital and Operating budget process review and recommendation to Mayor for FY 15/16 implementation.

  19. Grants Office Karen Cammarota Grants Officer

  20. Grants Summary of Operating Budget Request

  21. Grants Operating Budget Request by Activity

  22. Grants OfficeOperational Highlights • 150+ active grants • Awarded $431,605 Port Security Grant for SCBA equipment, police boat engines, vessel maintenance • Submitted applications for $700,000 in FEMA projects • Approved for $ 2.6 M in School Construction grants

  23. Grants OfficeFinancial Highlights • Received $23,000,000 in grant funds • $13.4 M Operating • $1.9 M Capital • $4.7 M ECS and School Construction • $2.9 M FEMA Disaster Aid

  24. Grants OfficeCost Management • 98% of Grants Administration costs are pre-determined salaries and benefits

  25. Grants OfficeSignificant Requests for 2014-2015 • No significant changes from 2013/14

  26. Assessor’s Office Francis K. Kirwin Assessor

  27. Assessor Summary of Operating Budget Request

  28. Assessor Operating Budget Request by Activity

  29. AssessorOperational Highlights • Continuation of personal property audit program. 76 audits completed in current fiscal year. • 700 Building permits processed to increase Grand List by $168 million. • Tax Appeals valued at $71 million in assessed value settled in last fiscal year.

  30. AssessorFinancial Highlights • Total recovery in personal property audits is approximately $847,000 and represents 6 to 1 revenue to expense ratio. • Building activity generated over $3,900,000 dollars in revenue. • Total tax under appeal of $1.66 million was settled for $1.59 million in last fiscal year.

  31. AssessorSignificant Requests for 2014-2015 • 1 position – Assessment Inspector

  32. Tax Collector William A. Forker Tax Collector

  33. Tax Collector Summary of Operating Budget Request

  34. Tax Collector Operating Budget Request by Activity

  35. Tax Collector Operational Highlights • Online tax payment project completed and fully operational. • Project continuation for: • Online payment services for Town Clerks Office • Online payment services for WPCA billing as well as Assessment and Connection charge billing

  36. Tax CollectorFinancial Highlights • Online Payment Processing • For FY 2012-2013 3,575 transactions processed, $2.97 million in payments received • For FY 2013-2014 (through February 28, 2014) 9,167 transactions processed, $7.85 million in payments received • For FY 2012-2013 Budgeted Tax Revenues: $426,353,160 Actual Budgeted Revenue Collected: $435,156,886 • Collection Rates FY 2012-2013 All Property 98.6 Real Estate 98.9 Personal Property 99.0 Motor Vehicle 93.0

  37. Tax CollectorCost Management • Continuous monitoring of and negotiation with vendors to maintain lowest possible cost for service delivery. • E-Billing for all tax payments. Anticipated 30% cost reduction for postage/printing costs in approximately 18 month period.

  38. Controller’s Office David A Yanik Controller

  39. Controller Summary of Operating Budget Request

  40. Controller Operating Budget Request by Activity

  41. Controller’s Office Operational Highlights • Improvements in accounting for ancillary fund transactions: pensions, OPEB, Mill River, Capital Projects, etc. • Managed through very challenging personnel availability issues related to employee leaves of absence just before and during the year-end close. • Timely responses to numerous requests for information related to: cash projections, FOIA, pension contributions, capital project expenditures, etc.

  42. Controller’s OfficeFinancial Highlights • Annual audits completed for Fiscal Year 2013 with year-over-year improvements in Internal Control over Financial Reporting (reduction in Management Letter Significant Deficiencies and remediation of WPCA Material Weakness).

  43. Controller’s Office Cost Management • Took advantage of a vendor license pricing opportunity that expanded key software availability to more users. • Issued RFP’s to determine cost management opportunities: Banking Services, Professional Auditing Services, etc. • Participated in other departments’ cost management efforts: Public Safety time & attendance software implementation, HR payroll services providers, etc.

  44. Controller’s OfficeSignificant Requests for 2014-2015 • Approval for upgrade of Junior Accountant to Accountant (and Contractual Step Increases) – fully funded by BOE. • Flexibility to use seasonal workers to address year-end close reporting and workload needs. • For the future: Explore accounting software application upgrade possibilities to address increased demand for information and need to automate accounting processes.

  45. Technology Management Services Michael Pensiero Director of Technology Management Services

  46. TMS Summary of Operating Budget Request

  47. TMS Operating Budget Request by Activity

  48. TMSOperational Highlights • Successfully implemented numerous online initiatives • 311 App – My Stamford • Online building permits/Fire/Health • Online street use/opening requests • Citizen Services requests • Online Police extra duty request • Increased video capacity for additional board meetings (open government initiative) • Increased City exposure through use of social media (video, Facebook, Google) • Upgrades to network infrastructure • 1gbps to desktop at Government Center Planning citywide deployment • Upgrade data backup system from tape to deduplication technology • Avaya digital telephone system upgrade to include unified messaging (ongoing and on schedule to complete fall 2014) • Virtualization of 16 servers (standardization and green initiative) • Upgrades to 277 desktop computers

  49. TMSHow do we compare? Employees • Stamford 1,950 8.5 FTE IT employees serving City • New Haven 1,323 14 dedicated IT for City staff • Norwalk 620 9 dedicated IT staff • Hartford 1,800 32 IT employees serving City and BOE • Waterbury 2,450 13 dedicated IT staff • Greenwich 1,800 10 dedicated IT staff 70:1 Employee to IT staff in private sector 230:1 City of Stamford (Gardner research released 8/13)

  50. TMSCost Management • Established new cellular contract (Verizon) with 11% cost reduction. • Developed “Green Initiative” to reduce 20%. electrical consumption in data centers by 2020. • Implemented remote management; reducing help desk wait time by 12%. • We continually monitor the operating budget looking for even minor reductions throughout the year. As we are a “resource” for all other departments, saving is often seen outside the Technology budget but directly attributed to technology improvements implemented by this department.

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