12-15-2021 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 •Human Resources •Payroll •Elections •Agenda Management •Accounts Payable •Debt Administration •Record-keeping •Revenue Collection •Financial Reporting •Budget and CIP completion •Treasury Operations •Business Licensing 2020/2021 Departmental Accomplishments •Prepared Comprehensive Annual Financial Report by city staff in order to recognize cost savings and ensure accuracy. •Completed single audit requirement due to the receipt of federal funds over $750,000 in 2020. •Prepared financial analysis of projects identified in the 15-year Pavement Management Plan, Facility Assessment Report, and Pioneer Park Master Plan. Included these projects in the 10-Year CIP. 2022 Departmental Goals •Continue to expand City’s use of Laserfiche •Continue to purge and scan City’s paper files •Continue to implement procedures to keep only electronic records •Finish implementation of permitting software including business licensing •Reconfigure main office area •Continue to prepare City’s Comprehensive Annual Financial Report in-house in order to recognize cost savings •Complete annual performance reviews for all city staff •Evaluate options for alternative funding sources such as Metropolitan Council, MPA, MN/DOT, and DNR for projects Budgetary Commentary Administration - There is a 11.00% increase in the budget. An increase in hours from 26 hours to 32 hours per week is proposed for the Accountant position ($7,850). The additional hours will create efficiencies and enhance customer service. In addition, out-of-state travel and training was transitioned to this budget. This budget now includes a budget amount for two staff members to attend a national conference ($4,000). An educational reimbursement for $2,100 was added in the 2022 budget. This will likely be utilized in 2022 for a Public Works Certificate. Finally, $1,500 has been added for national background checks to be completed for new employees, volunteers, and certain license applicants that have out of state history. Elections – A contract with Ramsey County to administer the Little Canada elections beginning in 2021 has been included in the 2021 budget. A 2-year contract quote was received from Ramsey County for the years 2021-2022 for $55,600. The cost is paid quarterly over the 2-year contract period, so half of the contract amount is paid each year. The budget impact during an election year is only slightly higher than the amount budgeted to run elections in-house. The County’s quote is less than the City’s financial impact if the amount of staff time spent on election duties is considered. Only 4 of the 14 cities in Ramsey County still run their own elections (Maplewood, Shoreview, 27