HomeMy WebLinkAbout108-Finance & Admin Services.pdfC ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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FINANCE & ADMINISTRATIVE SERVICES
DEPARTMENT
The Finance and Administrative Services Department provides oversight and support for the City’s
financial, administrative, and technology operations. As a centralized administrative function for the
City, the department’s Financial Services is a General Fund program. The department’s Information
Technology Services program provides interdepartmental technology support throughout the City
departments and is therefore an Internal Service program, along with the two equipment use and
replacement funds: Information Technology Equipment Replacement; and Office Support Services.
With an emphasis on departmental accountability, the Financial Services program revenues reflect
amounts collected for direct services provided by financial operations staff, and for expenses associated
with providing overall financial and administrative support to the city. As financial activities are a city-
wide comprehensive service, the Financial Services program was established as a General Fund program.
The Information Technology Services and Office Support Services programs were opened as Internal
Services Fund programs as these expenses can be directly allocated for specific usage of equipment and
supplies, and on a support basis for services to departments.
BUDGET OVERVIEW
Financial Services operations are accounted for in the General Fund, while IT Services, IT Equipment
Replacement, and Office Support Services are all accounted for through Internal Service Funds. General
Fund revenues are comprised of Business License program administration fee revenues; General Fund
expenditures reflect staffing, operational supplies, financial service expenses, and internal service fund
charges. Internal Service Fund revenues are primarily comprised of service charges to programs for
allocated support of IT services, equipment, and office machine expenses, with expenses consisting of
staffing, supplies, and related services.
The department’s staffing reflects a small change for FY 2010/11. The full-time Accountant position was
reduced by .10 FTE as a budget savings measure. The remainder of full time benefitted staff will take an
unpaid 3 day (27 hour) furlough. The vacant IT Technician position continues to be de-funded for a third
year, and back-filled with a temporary IT Intern. This temporary position as well as a ½ time temporary
Sr. Accountant position continues to provide essential support for the Financial Services and IT Services
programs.
Performance Measures are included in the Financial Services and Information Technology Services
programs beginning this year. The Office Support Services and IT Equipment Replacement programs do
not include staff services, therefore measurements are not included.
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits 34,869 44,492 32,650 37,660 35,000
Charge for Services - - - - -
Other Sources - 39,387 10,000 28,000 5,000
TOTAL REVENUES 34,869$ 83,879$ 42,650$ 65,660$ 40,000$
EXPENDITURES
Salaries and Benefits 591,731 636,780 664,857 657,300 667,362
Operating Expenditures
Materials & Supplies 24,904 18,444 9,900 11,346 10,600
Fees & Charges 12,975 16,905 16,220 14,635 13,400
Consultants & Contract Service 36,982 92,867 58,200 45,725 49,000
Meetings, Events & Training 2,638 2,336 3,150 3,569 3,150
Total Operating Expenditures 77,500 130,553 87,470 75,275 76,150
Fixed Assets - 8,735 - - -
Internal Service Charges 114,908 117,065 109,429 109,429 106,985
TOTAL EXPENDITURES 784,139$ 893,132$ 861,756$ 842,004$ 850,497$
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
GENERAL FUND
Financial Services 784,139 893,132 861,756 842,004 850,497
TOTAL GENERAL FUND 784,139$ 893,132$ 861,756$ 842,004$ 850,497$
INTERNAL SERVICE FUNDS
Office Support Services 43,069 58,374 40,200 43,600 48,050
Information Technology Services 247,266 351,680 471,832 375,432 440,134
IT Replacement Fund 17,340 54,303 66,200 55,000 52,500
TOTAL INTERNAL SERVICES 307,675$ 464,357$ 578,232$ 474,032$ 540,684$
TOTAL DEPT EXPENDITURES 1,091,814$ 1,357,489$ 1,439,988$ 1,316,037$ 1,391,181$
TRANSFERS OUT
General Fund - - 50,000 50,000 25,000
Internal Service Funds 70,734 - 100,000 100,000 -
TOTAL TRANSFERS OUT 70,734$ -$ 150,000$ 150,000$ 25,000$
TOTAL EXP & TRANSFERS OUT 70,734$ -$ 150,000$ 150,000$ 25,000$
DEPARTMENTAL EXPENDITURES BY PROGRAM
GENERAL FUND REVENUES AND EXPENDITURES
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Administrative Services Director 1.00 1.00 1.00 1.00
Supervising Accountant 1.00 1.00 - -
Accountant 1.00 1.00 1.00 0.90
Accounting Technicians 2.00 2.00 3.00 3.00
Information Technology Administrator 1.00 1.00 1.00 1.00
Information Tecnology Technician *1.00 - - -
Total FTEs 7.00 6.00 6.00 5.90
2007/08 2008/09 2009/10 2010/11
Temporary Staff Hours Funded Funded Funded Funded
Sr. Accountant - 960 960 960
Accountant/Budget Analyst 1,040 - - -
Accounting Technician 1,040 2,000 - -
IT Specialist - 2,000 2,080 2,040
Total Annual Hours 2,080 4,960 3,040 3,000
* Position underfilled with temporary IT Specialist
ADMINISTRATIVE SERVICES DEPARTMENT STAFF
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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FINANCIAL SERVICES
The Financial Services program functions to assure both legal and fiscal accountability to the public. The
Finance program’s core services are to: provide financial oversight and administer accounting functions
for all the City’s funds and accounts; prepare the Annual Operating and Capital Budgets for fiscal and
service accountability; coordinate the annual financial audit and preparation of the Comprehensive
Annual Financial Report (CAFR) to verify proper fiscal practices are maintained; ensure all Federal, State
and County fiscal reporting requirements are fulfilled; administer the City’s Accounts Payable, Accounts
Receivable, Payroll, and Business License functions; and oversee the City’s purchasing functions,
ensuring proper practices are in place and that fiscal and operational responsibility is upheld.
BUDGET OVERVIEW
The FY 2010/11 Financial Services program budget reflects budgeted revenues and expenditures to
account for financial operations and services. Revenues in this program are comprised of processing and
service fees collected from providing Business License program services, whereas the tax revenue
collected under this licensing process flows to the General Administration program in the Non-
Departmental Section. Processing fee revenue is expected to increase slightly as a result of the city’s
ongoing business license compliance audit which began in January, 2009.
The Financial Services expenditure budget reflects the restructuring of the department’s staffing levels in
FY 2008/09 by de-funding the vacant Accounting Supervisor position and backfilling the position with an
hourly part-time Sr. Accountant, and replacing the ongoing hourly full-time Accounts Payable position
with a benefited Accounting Technician position. This change provided stability for an essential and
ongoing technical level need in the department’s Account’s Payable function. The impact from
understaffing the department’s technical positions in the past had created operational inefficiencies within
the Finance Department, and resulted in a backlog of work, inaccurate tracking of financial information,
and the inability to provide assistance to other City departments. The regular staffing of this position has
greatly improved financial operations and workload timeliness. Due to budget constraints, the temporary
Budget Analyst/Accountant position was also eliminated in FY 2008/09.
The remainder of the program’s expenditures reflects reductions in operational expenses including the
elimination of bank courier services, the elimination of a planned transient occupancy tax audit, and the
reduction or elimination of operating supplies and services in order to reduce overall operational costs.
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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F INANCIAL SERVICES
FY 2010/11 OBJECTIVES
Financial System – The final phase of the Financial Information System implementation will include
improvements to the budgeting and HR processes through the planned addition of a Personnel Budgeting
module. Finance and Information Technology staff continues to develop and implement efficient
accounting processes available with the new system, and provide user training to other departments in the
financial system modules of the information system.
Business License Audit – Staff continues to provide customer service and research for business license
information requests and appeals as the compliance audit moves into its second full year. The Trak It
System utilized for the Business License records continues to have data flaws, and staff is working with
the vendor to make needed adjustments.
GASB Implementation – Staff will consult with the City’s auditors to determine the City’s responsibility
and obligations for new reporting requirements established by the Governmental Accounting Standards
Board.
Policy and Procedures Improvements – Staff time will continue to develop efficiencies in financial
reporting functions, as well as various administrative policies and procedures, in coordination with the
new financial system. Staff will emphasize financial skill building to increase organizational knowledge
and coordination in the City’s financial and administrative processes.
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Taxes - - - - -
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits 34,869 44,492 32,650 37,660 35,000
Charge for Services - - - - -
Other Sources - 39,387 10,000 28,000 5,000
TOTAL REVENUES 34,869$ 83,879$ 42,650$ 65,660$ 40,000$
EXPENDITURES
Salaries and Benefits 591,731 636,780 664,857 657,300 667,362
Operating Expenditures
Materials & Supplies 24,904 18,444 9,900 11,346 10,600
Fees & Charges 12,975 16,905 16,220 14,635 13,400
Consultants & Contract Service 36,982 92,867 58,200 45,725 49,000
Meetings, Events & Training 2,638 2,336 3,150 3,569 3,150
Total Operating Expenditures 77,500 130,553 87,470 75,275 76,150
Fixed Assets - 8,735 - - -
Internal Service Charges 114,908 117,065 109,429 109,429 106,985
TOTAL EXPENDITURES 784,139$ 893,132$ 861,756$ 842,004$ 850,497$
GENERAL FUND REVENUES AND EXPENDITURES
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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F INANCIAL SERVICES
KEY SERVICES
• Prepare and monitor the City’s annual operating and capital budgets in accordance with best practices
and standards
• Coordinate the annual audit of the City’s financial statements and preparation of the Comprehensive
Annual Financial Report (CAFR)
• Maintain the City’s financial information system for record-keeping and reporting of all financial
transactions
• Provide Accounts Payable and Payroll disbursement and reporting services; Accounts Receivable
invoicing, revenue collection, and cash reconcilement; and Business License Tax processing and
auditing services
• Provide accounting, arbitrage reporting, and claim reimbursement services for bond issues
• Provide oversight of procurement functions including Purchase Order processing, financial tracking
of contracts, vendor resolution issues, and proper accounting allocations
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Administrative Services Director 0.80 0.85 0.85 0.85
Supervising Accountant 1.00 1.00 - -
Accountant 1.00 1.00 1.00 0.90
Accounting Technicians 2.00 2.00 3.00 3.00
Administrative Assistant I, II - - - -
Information Technology Administrator - - - -
Information Tecnology Technician *- - - -
Total FTEs 4.80 4.85 4.85 4.75
2007/08 2008/09 2009/10 2010/11
Temporary Staff Hours Funded Funded Funded Funded
Sr. Accountant - 960 960 960
Accountant/Budget Analyst 1,040 - - -
Accounting Technician 1,040 2,000 - -
IT Specialist - - - -
Total Annual Hours 2,080 2,960 960 960
FINANCIAL SERVICES STAFF
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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F INANCIAL SERVICES
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.Annual Financial Statements receive an 'Unqualified
Opinion' from the City's independent auditor:
Yes Yes Yes Yes
b.Governmental Finance Officer Association (GFOA)
'Certificate of Achievement of Excellence in Financial
Reporting' awarded to the Town:
Yes Yes Yes Yes
2.
a.Percent of time actual expenditures do not exceed a fund's
approved budget appropriations:
83%95%100%100%
b.Governmental Finance Officer Association (GFOA)
'Certificate of Achievement of Excellence in Budgeting'
awarded to the City:
Not
submitted
Not
submitted
Not
submitted
Yes
3.
a.Percent of time bank statements are reconciled to general
ledger within 30 days of month-end:
80%92%100%100%
b.Percent of State Controller's annual financial reports
completed and filed by deadlines:
100%100%100%100%
c.Percent of County annual financial reports completed and
filed by deadlines:
Information
not available
100%100%100%
d.Percent of time revenue analyses are completed within 30
days of month-end:
Information
not available
Information
not available
75%100%
4.
a.Percentage of Accounts Payable invoices paid accurately
and on-time:
Information
not available
99%99%99%
b.Percentage of Payroll checks paid accurately and on-time:99.98%99.98%100%100%
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 Information
not available
0 0 0
2 Information
not available
1,200 1,200 1,200
3.Information
not available
2,300 2,100 2,100
4.Information
not available
4,683 4,827 4,800
5.Information
not available
58 60 60
6.81 82 82 82
Provide financial oversight and administer accounting
functions for City funds and accounts.
Provide timely and accurate financial reporting within
specified deadlines.
Assure legal and fiscal accountability to the public, in
compliance with established accounting standards.
Prepare accurate budget forecasts and workplans in
compliance with standard budgeting practices.
Number of Business Licenses issued annually:
Average number of Accounts Payable checks issued weekly:
Average number of regular and temporary employee payroll
checks and paycheck vouchers issued bi-weekly:
Annual number of invoices entered into the Accounts
Payable system:
Annual number of Accounts Receivable Batches:
Number of General Ledger corrections resulting from annual
financial audit:
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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OFFICE SUPPORT SERVICES
The Office Support program accounts for the photocopy equipment leases, copy supplies, postage
machine lease, and postage and related fees on a centralized basis. Usage expenses are allocated back to
the appropriate department for services and supplies utilized, on a quarterly basis. As this program
functions primarily as a funding mechanism, personnel are not assigned to this fund, therefore fiscal year
objectives, a staffing schedule, and performance measures are not included in this program.
BUDGET OVERVIEW
Photocopiers are typically leased rather than purchased by the City based on the cost effectiveness of
service contracts versus the cost of purchasing equipment. Although leasing does include built-in
financing costs, with the heavy usage photocopiers sustain on a daily basis, as well as rapidly advancing
technology improvements and cost reductions seen with these types of machines, leasing provides the
City with cost efficiency and better ongoing quality. Additionally, the potential for repeated breakdowns,
the cost of service contracts and quality issues with older machines makes lease and replace a better
option than purchase and retain. After an extensive RFP and equipment testing exercise, a five-year lease
agreement was entered into in July, 2008 for four small color copiers and one large black & white copier.
Maintenance and support services are included in the lease agreements.
However, the City’s postage machine was purchased rather than leased due to the lower cost and stable
technology associated with this type of equipment. The machine was purchased in June, 2009, with free
service for the first year, and a service contract for subsequent years.
For FY 2010/11, service charge backs to the departments were set slightly less than budgeted expenses as
sufficient fund balance has built up since the fund was established.
KEY SERVICES
• Provide postage and photocopy equipment, supplies, and fees for the City’s departments
• Monitor service levels and performance of copier and postage machines, maintaining and replacing
equipment as needed
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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O FFICE SUPPORT SERVICES
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Undesignated - 32,616 39,633 39,633 31,033
Total Beginning Fund Balance -$ 32,616$ 39,633$ 39,633$ 31,033$
Revenues
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits - - - - -
Charge for Services 10,685 5,391 10,000 12,000 12,000
Other Sources - - - - -
Internal Service Charges 65,000 60,000 23,000 23,000 30,000
Total Revenues 75,685$ 65,391$ 33,000$ 35,000$ 42,000$
TOTAL SOURCE OF FUNDS 75,685$ 98,007$ 72,633$ 74,633$ 73,033$
USE OF FUNDS
Expenditures
Operating Expenditures
Materials & Supplies 16,475 13,827 11,000 19,400 20,000
Fees & Charges 26,594 33,981 28,200 24,200 26,050
Consultants & Contract Services - 2,294 1,000 - 2,000
Meetings, Events & Training - - - - -
Total Operating Expenditures 43,069$ 50,102$ 40,200$ 43,600$ 48,050$
Fixed Assets -$ 8,272$ -$ -$ -$
Internal Service Charges - - - - -
Total Expenditures 43,069$ 58,374$ 40,200$ 43,600$ 48,050$
Operating Transfers
Transfer Out - - - - -
Total Operating Transfers - - - - -
Ending Fund Balance
Undesignated 32,616 39,633 32,433 31,033 24,983
Total Ending Fund Balance 32,616$ 39,633$ 32,433$ 31,033$ 24,983$
TOTAL USE OF FUNDS 75,685$ 98,007$ 72,633$ 74,633$ 73,033$
SOURCE & USE OF FUNDS
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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INFORMATION TECHNOLOGY SERVICES
Information Technology Services supports the delivery of technology based services throughout the
City’s operations. Core services include the maintenance and support for the City’s information systems,
voicemail and wireless communications, as well as desktop computer and network maintenance and
support. The IT Services program supports the upgrade of existing information technology, as well as
new technology initiatives. In meeting the City’s information technology needs, the IT Services program
strives to continuously enhance and improve IT services, and to maintain and ensure a sound, secure, and
reliable IT infrastructure.
BUDGET OVERVIEW
The IT Services budget reflects a slight decrease in revenues from service charge-backs as the program
will use accumulated funding for the increase in budgeted expenditures in FY 2010/11. With the ongoing
workload in IT services for new technology initiatives, a technology consultant will be retained to provide
high-level assistance for the more complex projects. Prior year project funding is being rolled forward for
this purpose through appropriating budgeted expenditures in excess of current year revenues. The vacant
IT Technician position continues to be frozen and under-filled with an hourly IT Intern in FY 2010/11 to
provide essential backup and desk-top support.
The IT Services program’s operating expenditures decreased this fiscal year due to reductions in
operational supplies, consultant services, and decreases in internal service charges. Overall, annual
license and support fees for citywide software services remained stable in FY 2010/11, with no additional
programs and license added.
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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I NFORMATION T ECHNOLOGY SERVICES
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated - - - - -
Undesignated - 122,542 174,838 103,006 127,589
Total Beginning Fund Balance -$ 122,542$ 174,838$ 103,006$ 127,589$
Revenues
Intergovernmental Revenues - - - - -
Charge for Services - - - - -
Other Sources - 30 - 15 -
Internal Service Charges 369,808 403,946 400,000 400,000 400,000
Total Revenues 369,808$ 403,976$ 400,000$ 400,015$ 400,000$
TOTAL SOURCE OF FUNDS 369,808$ 526,518$ 574,838$ 503,021$ 527,589$
USE OF FUNDS
Expenditures
Salaries and Benefits 175,041 184,504 210,010 193,938 218,642
Operating Expenditures
Materials & Supplies 13,055 11,089 14,750 7,475 10,250
Fees & Charges 6,792 9,256 10,600 11,010 10,810
Consultants & Contract Services 28,666 118,823 200,334 130,571 173,290
Meetings, Events & Training 94 2,501 3,700 - 1,200
Total Operating Expenditures 48,607 141,668 229,384 149,056 195,550
Fixed Assets - - - - -
Internal Service Charges 23,618 25,508 32,438 32,438 25,942
Total Expenditures 247,266$ 351,680$ 471,832$ 375,432$ 440,134$
Ending Fund Balance
Designated - - - - -
Undesignated 122,542 174,838 103,006 127,589 87,454
Total Ending Fund Balance 122,542$ 174,838$ 103,006$ 127,589$ 87,454$
TOTAL USE OF FUNDS 369,808$ 526,518$ 574,838$ 503,021$ 527,589$
SOURCE & USE OF FUNDS
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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I NFORMATION T ECHNOLOGY SERVICES
FY 2010/11 OBJECTIVES
Laserfiche Software Upgrade – Oversee and support technology needs for the Laserfiche version 8 and
contract management software upgrade through implementation planning, coordinating, and transitioning
to the new software.
Special Projects - Oversee contract IT consultant on numerous complex technology projects to ensure
training and in-house knowledge of project for ongoing management.
Disaster Recovery Project – In an event of a disaster, data recovery is crucial in maintaining functionality
for our users. IT staff will continue to develop recovery plan procedures for the City.
Emergency Power Backup System – The City currently utilizes Uninterrupted Power Supply (UPS)
battery backup to allow staff time to save data and shut down computers to prevent data corruption.
During electrical outages, IT Staff must power down servers and office machines to prevent power spikes
and maintain data integrity. While these steps are manageable during work hours, power outages during
non-working hours will continue to affect IT equipment. This project will install a back-up generator in
order to maintain power to the IT Server room and its equipment.
Communication System Upgrade – The City’s current telephone system is failing and is scheduled to be
replaced with a VoIP system in FY 2010/11. Staff will select a consultant and oversee the
implementation of the new system.
Telephone Line Audit – The current system is operating under old technologies and outlet structures.
Staff will conduct an audit of all telephone lines to eliminate unnecessary lines and increase efficiencies
in the telephone setup.
KEY SERVICES
• Maintain and support the City’s information systems, including Pentamation financial system, Trak-
IT, Rec-Trac, LaserFiche, Granicus, Agenda Manager, and others
• Maintain and support the City’s voicemail and wireless communications systems
• Maintain, support, repair, upgrade, assist and educate staff on system usage, desktop computers,
printers, and technology accessories
• Provide ongoing network maintenance and support
• Maintain and enhance the City’s website to effectively provide public access to City information
• Supports the upgrade of existing technology, as well as new information technology initiatives
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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I NFORMATION T ECHNOLOGY SERVICES
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Administrative Services Director 0.20 0.15 0.15 0.15
Supervising Accountant - - - -
Accountant - - - -
Accounting Technicians - - - -
Administrative Assistant I, II - - - -
Information Technology Administrator 1.00 1.00 1.00 1.00
Information Tecnology Technician *1.00 - - -
Total FTEs 2.20 1.15 1.15 1.15
2007/08 2008/09 2009/10 2010/11
Temporary Staff Hours Funded Funded Funded Funded
Sr. Accountant - - - -
Accounting Technician - - - -
IT Specialist - 2,000 2,080 2,040
Total Annual Hours - 2,000 2,080 2,040
INFORMATION TECHNOLOGY SERVICES STAFF
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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I NFORMATION T ECHNOLOGY SERVICES
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.Percent of time online services are available to the public
through the City's website and resource links:
Information
not available
Information
not available
99%99%
b.Percent of network availability during normal business
hours:
Information
not available
Information
not available
96%98%
d.Percent of time IT responds/resolves support requests
within one working day:
Information
not available
Information
not available
95%96%
e.Percent of time IT responds to emergency events:Information
not available
Information
not available
100%100%
c.Number of telephone system failures restored during
normal business hours:
Information
not available
Information
not available
5 0
2.
a.Number of system upgrades or modifications for which IT
staff provided project management support:
Information
not available
2 4 3
b.Number of new technology sytems or equipment for
which oversight and support was provided by IT staff:
Information
not available
Information
not available
3 1
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 Information
not available
Information
not available
63 63
2 Information
not available
16 19 19
3 Information
not available
16 14 15
4 Information
not available
58 56 56
5 Information
not available
17 17 17
6 Information
not available
Information
not available
32 30
7 Information
not available
Information
not available
67 70
8 Information
not available
34 35 34
Number of desktop systems maintained:
Number of cell phones and PDAs services and maintained:
Number of network servers maintained:
Number of network copiers, printers, plotters, scanners, fax
machines, and postage machines maintained:
Number of users supported:
Number of IT software applications monitored and
maintained:
Number of laptop systems maintained:
Number of landlines services and maintained:
Provide technology solution oversight and project
management support to improve citywide functions
Support the delivery of technology services to citizens,
residents, businesses, other governmental agencies, and
internal City departments.
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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INFORMATION TECHNOLOGY
EQUIPMENT REPLACEMENT FUND
The Information Technology Equipment Replacement Fund program provides for a consistent level of
funding for the replacement of desktop computers and monitors, servers, laptops, and various types of
printers, on an ongoing basis. Staff prepared a replacement schedule for the City IT equipment, with
estimated life plans and calculated replacement costs to determine funding needs each year, and
determined an annual funding level which will result in a smoothing of operating expenses over the years,
as well as providing a more accurate cost of operations on an ongoing basis.
Initially, IT equipment is purchased by the requesting department. If the equipment will be replaced on
an ongoing basis, the new equipment is added to the department’s replacement schedule list, and
replacement charges would be adjusted for outgoing years. With the ongoing rapid changes in
technology, replacement equipment may vary considerably from original equipment. Historically
however, IT equipment costs have remained fairly consistent in price with improved technology. As a
result, ongoing replacement costs are not expected to increase significantly in future years.
BUDGET OVERVIEW
The funding schedule on the following page illustrates the annual IT Equipment Replacement charges, as
calculated by tracking equipment’s costs and lifespan to determine how much is to be set aside for
funding replacements each year. The charge back to the appropriate departments is reflected in this fund
as revenue, and the IT equipment replaced this year are expenditures.
Over the years, funding amounts will adjust slightly as replacement equipment and projected costs are
more finely determined. For FY 2010/11, funding charges decreased from the prior year due to a
reassessment of the internal IT Services equipment which eliminated most printers, and a planned
underfunding of the replacement schedule. Scheduled replacements in the next fiscal year include
equipment which were to be replaced in the prior year but postponed. FY 2010/11 planned replacements
in the amount of $52,500 include: $17,000 for 10 desktop computer replacements, $21,000 for 3 network
server replacements, $1,500 for a specialty printer replacement, and $13,000 for network and UPS
equipment. This year’s budget also includes a planned transfer of $25,000 to the General Fund to provide
assistance with budget difficulties.
Funding for the communication system upgrade was estimated at $50,000 in last year’s budget, and
scheduled for a transfer to the CIP in FY 2009/10, however staff is finalizing the project scope and
contract amount before requesting a transfer of funds, meaning the transfer may roll into FY 2010/11 in
the final budget.
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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INFORMATION TECHNOLOGY EQUIPMENT REPLACEMENT FUND
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Undesignated 352,279 316,308 315,288 315,288 168,296
Total Beginning Fund Balance 352,279$ 316,308$ 315,288$ 315,288$ 168,296$
Revenues
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits - - - - -
Charge for Services - - - - -
Other Sources - 1,979 - - -
Internal Service Charges 52,103 51,304 58,008 58,008 50,000
Total Revenues 52,103$ 53,283$ 58,008$ 58,008$ 50,000$
Operating Transfers In
Transfer In from General Fund - - - - -
Total Operating Transfers In -$ -$ -$ -$ -$
TOTAL SOURCE OF FUNDS 404,382$ 369,591$ 373,296$ 373,296$ 218,296$
USE OF FUNDS
Expenditures
Salaries and Benefits - - - - -
Operating Expenditures
Materials & Supplies 17,340 54,303 66,200 55,000 52,500
Fees & Charges - - - - -
Consultants & Contract Services - - - - -
Meetings, Events & Training - - - - -
Total Operating Expenditures 17,340 54,303 66,200 55,000 52,500
Fixed Assets - - - - -
Internal Service Charges - - - - -
Total Expenditures 17,340$ 54,303$ 66,200$ 55,000$ 52,500$
Operating Transfers
Transfer Out to General Fund - - 50,000 50,000 25,000
Transfer Out to CIP 70,734 - 100,000 100,000 -
Total Operating Transfers 70,734$ -$ 150,000$ 150,000$ 25,000$
Ending Fund Balance
Undesignated 316,308 315,288 157,096 168,296 140,796
Total Ending Fund Balance 316,308$ 315,288$ 157,096$ 168,296$ 140,796$
TOTAL USE OF FUNDS 404,382$ 369,591$ 373,296$ 373,296$ 218,296$
SOURCE & USE OF FUNDS
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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INFORMATION TECHNOLOGY EQUIPMENT REPLACEMENT FUND
KEY SERVICES
• Accumulate and provide annual funding for technology asset replacement
• Assess IT equipment for proper replacement timing
• Identify and procure best solution equipment
IT EQUIPMENT REPLACEMENT SCHEDULE
IT Equipment Units
Per
Unit
Total
Cost
Total
Lifespan
Per
Year
Computer Systems
Desktop PC 52 1,400 72,800 4 18,200
Monitors 59 300 17,700 4 4,425
Laptops 17 2,000 34,000 7 4,857
Printers
Check Printer 1 1,500 1,500 5 300
Counter Printers 2 1,500 3,000 5 600
UPS Battery Backups
Desktop Battery 52 200 10,400 3 3,467
Server Battery 3 500 1,500 3 500
Phone System Battery 3 1,500 4,500 4 1,125
IT System Servers
Exchange Server 1 7,000 7,000 5 1,400
Domain Controllers 2 5,000 10,000 5 2,000
File/Print Server 1 7,000 7,000 5 1,400
Backup Server 1 7,000 7,000 5 1,400
Call Accounting/Antivirus 1 7,000 7,000 5 1,400
Voicemail Server 1 7,000 7,000 5 1,400
Email Archive Server 1 7,000 7,000 5 1,400
Laserfiche Server 1 7,000 7,000 5 1,400
Granicus Servers 2 7,000 14,000 5 2,800
Vermont Server 1 5,000 5,000 5 1,000
TrakIT Server 1 7,000 7,000 5 1,400
GIS Server 1 7,000 7,000 5 1,400
Network Equipment
Main Switch 1 2,000 2,000 5 400
Switch - Admin. Services 1 1,500 1,500 5 300
Switch - CMO 1 1,500 1,500 5 300
Switch - Community Development 1 1,500 1,500 5 300
Switch - Recreation 1 1,500 1,500 5 300
Switch - Corporation Yard 1 1,500 1,500 5 300
Switch - Saratoga Prospect Center 1 1,500 1,500 5 300
Firewall - Primary & Comcast 2 1,500 3,000 5 600
Firewall - Spam 1 3,000 3,000 5 600 , ,
Total Annual Funding Requirement 254,400 55,274
C ITY OF SARATOGA
F INANCE & ADMINISTRATIVE SERVICES DEPARTMENT
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