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ADMINISTRATION DEPARTMENT WITH ELECTIONS <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 />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 />2020 Departmental Goals <br />•Expand City’s use of Laserfiche <br />•Scan all city address files and plats <br />•Continue to purge and scan City’s paper files <br />•Implement permitting software including business licensing <br />•Reconfigure main office area <br />•Prepare City’s CAFR in-house in order to recognize cost savings and to determine appropriateness of <br />category classifications in the document <br />•Complete annual performance reviews for all city staff <br />•Evaluate options for alternative funding sources such as Metropolitan Council, MPA, MN/DOT, and DNR <br />for projects <br />•Explore and implement procedures to keep only electronic records <br />Budgetary Commentary <br />Administration - There is a 36.42% 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 <br />Inspections department. The reallocation was necessary to more accurately reflect the duties of the positions <br />and to more efficiently administer payroll. The Commodities budget has been reduced by 6.17% from the <br />previous year’s budget due to savings from office supply purchases. The Contractual Services budget has been <br />reduced by 6.28% due to a detailed analysis of the amounts spent in the prior year for contractual services and <br />savings from a new audit services contract that was approved in 2019. $1,500 has been added to this budget for <br />staff development opportunities for all city staff. <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 />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 />22