Fort Walton Beach Council agenda — 03-24-05 — reading text

lit Finance Department Administration pi iii The primary function of the Finance Department is to maintain the integrity of the Finance records. Financial stability for the City is established through constant monitoring of Appropriations, Expenditures and Revenues. This division develops and I coordinates the Annual Budget process utilizing City resources coupled with the latest management analysis and budget techniques. It is also responsible for the preparation of the Annual Financial Statements. The Administration Division is responsible for the I administration of the Pension Plan for General Employees and oversees the Police and Fire Pension Funds. The division is also responsible for the day to day operation of the Finance Department as well as the development and implementation of policies and II procedures relating to finance issues. Goals and Objectives Continue to refine performance measures to improve usefulness for comparison and strategic planning. Submit monthly and quarterly financial reports within 15 days of monthe- nd E closing to provide the City Manager, Department Directors, and City Council with a detailed analysis of activities. Provide professional educational opportunities to staff to improve knowledge of I proper finance and accounting procedures. Prepare a balanced budget for the City Manager to present to City Council. Revise the Comprehensive Fee Schedule as necessary to ensure adequate revenue streams to meet demand for services. Accountine: E The primary function of the Finance Department is to maintain the integrity of the accounting Revenues. records and to constantly monitor Appropriations, Expenditures and This division develops and coordinates the Annual Financial Statements. I Other functions include processing invoices for payment; collecting and recording all revenue for the City; interfacing a Utility Billing System; maintaining payroll records and disbursement of payroll checks; and maintaining all other financial records of the City. I Data processing is a secondary function within the division. Responsibilities in this area include coordinating with MIS to assure the integration of all installed systems and to minimi7.e the unauthorized access of modification of user data files; computer training; E and the provision of manaeement reports to enable all users to plan, report and make decisions. The division is also responsible for maintaining the fixed asset records for the r City. Goals and Objectives Prepare year- end audited financial statement according to GASB 34 guidelines. Analyze accounts receivable and collections for improvements. III Evaluate capital asset software to improve recording, reporting, and control of capital assets. III 22  Customer Service Division The primary functions of the Customer Service Division are reading meters, accurately III billing customers, receiving payments, opening and closing utility accounts, and resolving customer for the City's 9, 000 customers. Other functions include inquiries filii maintaining a Utility Billing System, ensuring billing transactions are transmitted correctly to the accounting system, and ensuring timely collection of payments. During the budget process, the Customer Service Division provides water and sewer revenue projections to the Budget Committee. III Goals and Objectives Improve accessibility to government services through Click2Gov, an e- government initiative. Develop statistical information and ratios for evaluating utility services. III Finance Department Current Issues and Challenges 1. Revenue sufficiency to provide required and requested services to citizens. 2. Funding for capital improvement projects. 3. Fiscal and economic alternatives for increasing costs for health care, retirement, fuel, chemicals, construction materials and other expenditures. 23  a Finance Department I I Finance Director I Administrative Financial Analyst I Budget Coordinator I Customer Service Administrator I, 1:': Chief Accountant Customer Service I I I Accounting Tech I II ( 3) Senior Accountant Accountant Accounting Tech II Accounting Tech I I ( 2) Meter Service Workers (2) I I Receptionist I I I pi fill 1M 24 11M it ilia Fire Department III The Fire Department provides fire protection, regulation, prevention, First Responder Emergency Medical Services, vehicle extrication services, surface water rescue services, Operations Level hazardous materials mitigation services, inspection services, plan reviews, and administration. The Department serves as the lead agency in Emergency Management coordination for the City in regards to disaster preparedness and Homeland Security issues, and conducts many daily activities such as pre- fire planning, hose testing, and to help ensure a high state of readiness. The Department also III hydrant testing provides bike medics for Emergency Medical Services at large public events. Finally, the public education effort is directed at all ages to prepare citizens to learn ways to better III protect themselves from the ravages of fire and disaster. Goals and Objectives Improve senior management skills by enrolling qualified Battalion Chiefs and above into the four-year Executive Fire Officer Program conducted by the National Fire Academy. Conduct a minimum of 4 Florida State Fire College classes required for Fire Officer I and Fire Officer II certification. Deliver water on each structure fire within two minutes of arriving on the scene 90% of the time. The step-up driver engineer training program ensures a high state of readiness to accomplish this goal. Train the last set of Emergency Medical Technicians up to the Paramedic level to ensure sufficient personnel are on staff to support the Advance Life Support program. Establish patient and conduct assessments on emergency medical contact III responses within 2 minutes of arrival 90% of the time in order to enhance patient care and improve survivability. Current Issues and Challenges 1. Decision on implementation of Phase III Advanced Life Support - rapid response vehicle with associated manning. 2. Retention of qualified firefighters and paramedics. I filii 25  I Fire Department I Fire Chief I Senior Staff Assistant I r Fire Operations Fire Prevention I I I I Deputy Fire Chief Fire Marshall Battalion Chief I