12-14-2022 Council Packet - Laserfiche WebLink

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ADMINISTRATION DEPAR TMENT 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 2021/2022 Departmental Accomplishments • Prepared Comprehensive Annual Financial Report by city staff in order to recognize cost savings and ensure accuracy. • 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. • Implemented a new Capital Improvement Software that will allow City Staff to prepare and manage the 10-Year CIP more efficiently. 2023 Departmental Goals • Continue to expand City’s use of Laserfiche – Working toward implementation of an electronic work flow solution for Accounts Payable/Vendor payments processing, and electronic filing in Laserfiche. • Continue to purge and scan City’s paper files • Continue to implement procedures to keep only electronic records • Implementation of permitting software including business licensing • Implementation of Electronic Time Entry for all City Staff • Utilize Kraus/Anderson Facility Analysis to plan and conduct improvements to City Hall • Work with architect to provide options to reconfigure main office area to meet current needs • Complete annual performance reviews for all city staff • Continue to pursue alternative funding sources such as Metropolitan Council, MPA, MN/DOT, and DNR Budgetary Commentary Administration - There is a 69.88 % increase in the budget. The 2023 Budget includes $35,000 to be used for department audit/gap analysis and contracted services for the proposed administration/communications FTE position as part of the Strategic Plan and $100,000 for exploring alternative options for public safety services. Additionally, the Budget includes $5,000 for a six-week Intern for Finance to help accomplish some of the department goals noted above, $4,000 for two staff members to attend a national conference, an educational reimbursement for $2,100 (This will likely be utilized in 2023 for a Public Works Certificate), and $1,500 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 2023 budget. A 2-year contract quote was received from Ramsey County for the years 2023-2024 for $55,600. The cost is paid quarterly over the 2-year contract period, so half of the contract amount is paid each 27