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ADMINISTRATION DEPARTMENT WITH ELECTIONS <br /> <br />Department Overview <br />The Administration Department oversees the daily administrative functions of the City. The department also <br />includes the City Clerk office which is responsible for recording and retaining all official proceeding and actions <br />taken by the Mayor and City Council. The financial function is also included in the Administration Department. <br />The financial function is to provide financial information, analysis of financial information, and financial services <br />for internal and external customers in a timely, accurate, professional and fiscally responsible manner. <br /> <br />Service Areas <br />• Administer City Policies • Personnel • Payroll <br />• Elections • Agenda Management • Accounts Payable <br />• Debt Administration • Record keeping • Revenue Collection <br />• Financial Reporting • Budget and CIP completion • Treasury Operations <br />• Business Licensing <br /> <br />2020 Departmental Goals <br />• City internship <br />• Laserfiche <br /> <br />Budgetary Commentary <br />Administration - There is a 36.20% increase in the personnel services budget due to the reallocation of the City <br />Administrator, City Clerk and Finance Director into the Administration Budget from the Planning and Inspections <br />department. The reallocation was necessary to more accurately reflect the duties of the positions and to more <br />efficiently administer payroll. The Commodities budget has been reduced 6.14% from the previous year’s <br />budget due to savings from office supply purchases. The Contractual Services budget has been reduced 8.71% <br />due to a detailed analysis of the amounts spent in prior year for contractual services. <br /> <br />Elections - The budget includes the personnel services needed to administer the 2020 elections. It includes the <br />addition of approximately 207 hours for election judges to assist in absentee and early voting at City Hall. There <br />is also an increase in Ramsey County Contractual Services for annual maintenance service costs for the voting <br />equipment. In 2020 there will be a Presidential Primary Election on March 3, in addition to the Primary Election <br />in August and the General Election in November. Going forward, there will be three elections each year during <br />all presidential election years. Ramsey County will administer the 2020 Presidential Primary Election for all cities <br />and has indicated they will no longer operate an Early Voting location at Little Canada City Center. <br /> <br />Staff would like the City Council to consider transitioning to a contract with Ramsey County to administer the <br />Little Canada elections, either for 2020 or the next election cycle beginning in 2021. A quote was received from <br />Ramsey County for the contract years 2019-2020 for $62,706 (or $91,392 if they add an Early Voting location at <br />LC City Center). The contracts are paid quarterly over the 2-year contract period. The County’s quote is less <br />than the City’s financial impact if the amount of staff time spent on election duties is considered. <br /> <br /> <br />Administration Budget Summary 2017 Actual 2018 Actual 2019 Budget 2020 Budget <br /> <br />Personnel Services $98,935 $103,122 $105,555 $143,765 <br />Commodities 5,431 4,767 5,900 5,538 <br />Contractual 29,854 34,611 41,110 37,530 <br />Total $134,220 $142,500 $152,565 $186,833 <br />Percent Change 22.46% <br />DRAFT DOCUMENT 15