09-25-2019 Council Packet - Laserfiche WebLink

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