Loading...
HomeMy WebLinkAbout110-Admin Services .pdfCITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 31 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 Stores. With an emphasis on accountability on a departmental basis, the Administrative Services Department continues to reflect several budgetary changes which were effective beginning in FY 2007/08. The Financial Services program was pared down to represent financial operations, with the city based tax revenues and expenses moved to the General Administration program. The General Administration program was subsequently realigned to the Non-Department section to function as a citywide revenue and expense non-operational program, along with the Legal program as this program is externally staffed and managed outside of City departments. The Administrative Service’s MIS program in the General Fund was closed and re-opened as an Internal Service Fund program under the new title of Information Technology Services, in order to properly allocate IT expenses amongst the City’s departments. An Office Stores program was also opened as an Internal Services Fund program to allocate expenses for office support equipment and supplies to departments. BUDGET OVERVIEW The Financial Services operations are reflected in the General Fund, while the IT support services, the IT equipment, and office services are all accounted for through Internal Service Funds. Fiscal Year 2009/10 General Fund revenues are comprised of Business License program administration fee revenues; expenditures reflect staffing, operational supplies, financial service expenses, and internal service fund charges. Internal Service Fund revenues are comprised of service charges to city programs for allocated support of IT services, equipment, and office machine expenses, with expenses consist of staffing, supplies, and related services. Departmental funding for six full-time benefited, and one full-time and one half-time temporary position reflects a change from the prior year’s staffing structure with under-filling the Accounting Supervisor position with a temporary part-time Sr. Accountant to allow for a benefited position at the Accounting Technician level. The benefited IT Technician position continues to be under-filled with a temporary IT Intern. Both of these temporary positions provide essential support for the Financial Services program and for IT Service support. Additional temporary staff funding was eliminated due to budget constraints, and will limit the department’s ability to increase operational improvements and program efficiencies due to the department’s existing heavy workload. . CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT 2006/072007/082008/092008/092009/10 ActualsActualsAdjustedEstimatedProposed REVENUES Taxes -$ -$ -$ -$ -$ Fees, Licenses and Permits 35,307 34,869 33,000 34,662 32,650 Intergovernmental Revenues - - - - - Charge for Services - - - - - Other Sources - - - 20,000 10,000 TOTAL REVENUES 35,307$ 34,869$ 33,000$ 54,662$ 42,650$ EXPENDITURES Salaries and Benefits 663,215 591,731 746,970 635,128 664,857 Operating Expenditures Materials & Supplies 50,367 24,904 17,510 13,830 23,400 Fees & Charges 101,821 12,975 20,375 18,780 19,220 Consultants & Contract Services 143,410 36,982 86,200 66,381 70,600 Meetings, Events & Training 9,664 2,638 4,800 2,763 8,400 Total Operating Expenditures 305,262 77,500 128,885 101,754 121,620 Fixed Assets - - - - - Internal Service Charges - 114,908 117,065 117,065 113,244 TOTAL EXPENDITURES 968,477$ 784,139$ 992,920$ 853,947$ 899,721$ 2006/072007/082008/092008/092009/10 ActualsActualsAdjustedEstimatedProposed GENERAL FUND Financial Services 715,032 784,139 992,920 853,947 899,721 Mgmt Information Services 253,445 - - - - TOTAL GENERAL FUND 968,477 784,139 992,920 853,947 899,721 INTERNAL SERVICE FUNDS Office Stores Fund - 43,069 60,000 61,012 57,200 Information Technology Services - 247,266 403,946 367,967 462,794 IT Replacement Fund 90,241 17,340 55,400 54,908 66,200 TOTAL INTERNAL SERVICES 90,241 307,675 519,346 483,887 586,194 TOTAL DEPT EXPENDITURES1,058,718$ 1,091,814$ 1,512,266$ 1,337,834$ 1,485,915$ DEPARTMENTAL EXPENDITURES BY PROGRAM GENERAL FUND REVENUES AND EXPENDITURES C - 32 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT Full Time Equivalents (FTE) 2005/062006/072007/082008/092009/10 City Staff FundedFundedFundedFundedFunded Administrative Services Director 1.00 1.00 1.00 1.00 1.00 Supervising Accountant 1.00 1.00 1.00 1.00 - Accountant - 1.00 1.00 1.00 1.00 Accounting Technicians - 2.00 2.00 2.00 3.00 Office Specialists I, II, III 2.75 - - - - IT Administrator 1.00 1.00 1.00 1.00 1.00 IT Technician *- - 1.00 - - Total FTEs 5.75 6.00 7.00 6.00 6.00 2005/062006/072007/082008/092009/10 Temporary Staff Hours FundedFundedFundedFundedFunded Sr. Accountant - - - 960 960 Accountant/Budget Analyst 1,040 1,040 1,040 - - Accounting Technician - - 1,040 2,000 - IT Intern 1,052 1,040 - 2,000 2,080 Total Annual Hours 2,092 2,080 2,080 4,960 3,040 * Position underfilled with temporary IT Intern ADMINISTRATIVE SERVICES DEPARTMENT C - 33 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 34 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 35 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 2009/10 Financial Services program budget reflects budgeted revenues and expenditures to account for financial operations and services. Revenues in this program are comprised of processing fees collected from providing Business License program services. The Business License Tax revenue collected with this 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 a decrease in the salary and benefits category due to a restructuring of the department’s staffing levels during FY 2008/09. The Supervising Accountant position was under-filled with an Accounting Technician in order to provide stability with a benefited position 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 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 staffing of this position improved financial operations and workload timeliness, and was clearly indispensable with the new financial system implementation. With the improvements in financial operations, backfilling the Accounting Supervisor position with a part-time Sr. Accountant temporary position is sufficient to provide accounting oversight for the department’s general accounting and technical work. However, due to budget constraints, funding for the temporary Budget Analyst/Accountant position was eliminated, which will limit the ability to further improve financial analysis efficiencies at the desired level. The remainder of the program’s expenditures reflects reductions in operational expenses including the elimination of bank courier services and non-essential operating supplies and services in order to reduce overall operational costs. CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT FINANCIAL SERVICES 2006/072007/082008/092008/092009/10 ActualsActualsAdjustedEstimatedProposed REVENUES Taxes -$ -$ -$ -$ -$ Fees, Licenses and Permits 35,307 34,869 33,000 34,662 32,650 Intergovernmental Revenues - - - - - Charge for Services - - - - - Other Sources - - - 20,000 10,000 TOTAL REVENUES 35,307 34,869 33,000 54,662 42,650 EXPENDITURES Salaries and Benefits 504,210 591,731 746,970 635,128 664,857 Operating Expenditures Materials & Supplies 13,623 24,904 17,510 13,830 23,400 Fees & Charges 101,097 12,975 20,375 18,780 19,220 Consultants & Contract Services 89,305 36,982 86,200 66,381 70,600 Meetings, Events & Training 6,797 2,638 4,800 2,763 8,400 Total Operating Expenditures 210,822 77,500 128,885 101,754 121,620 Fixed Assets - - - - - Internal Service Charges - 114,908 117,065 117,065 113,244 TOTAL EXPENDITURES 715,032$ 784,139$ 992,920$ 853,947$ 899,721$ GENERAL FUND REVENUES AND EXPENDITURES FY 2009/10 OBJECTIVES Financial System – With the implementation of the City’s new Financial Information System in FY 2008/09, the Finance and Information Technology staff will continue to learn and develop efficient accounting processes in the system, and provide user training to other departments in the financial system modules of the new information system. Business License Audit – Staff will continue to provide extensive customer service and administrative support for the ongoing business license compliance audit being conducted by an external financial services firm. GASB 45 Implementation – Staff will consult with the City’s auditors this year to determine the City’s responsibility and obligations for Other Post-Employment Benefit liability reporting under the new Governmental Accounting Standards Boards Statement 45. 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. C - 36 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT FINANCIAL 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) 2005/062006/072007/082008/092009/10 City Staff FundedFundedFundedFundedFunded Administrative Services Director 0.80 0.75 0.80 0.85 0.85 Supervising Accountant 1.00 1.00 1.00 1.00 - Accountant - 1.00 1.00 1.00 1.00 Accounting Technicians - 2.00 2.00 2.00 3.00 Office Specialists I, II, III 2.75 - - - - IT Administrator - - - - - IT Technician *- - - - - Total FTEs 4.55 4.75 4.80 4.85 4.85 2005/062006/072007/082008/092009/10 Temporary Staff Hours FundedFundedFundedFundedFunded Sr. Accountant - - - 960 960 Accountant/Budget Analyst 1,040 1,040 1,040 - - Accounting Technician - - 1,040 2,000 - IT Intern - - - - - Total Annual Hours 1,040 1,040 2,080 2,960 960 FINANCIAL SERVICES STAFF C - 37 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 38 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 39 MANAGEMENT INFORMATION SYSTEMS The Management Information Systems General Fund program was closed effective with the FY 2007/08 budget. As technology support is a citywide service function, the MIS program was more accurately classified as an internal support function, providing technology services for all departments. The program was then re-established as an Internal Service Fund program under the name Information Technology Services beginning with the FY 2007/08 budget. This new program allocates service costs back to the departments on a usage basis to properly account for this service within each department. The Management Information Systems program supported the delivery of technology based services throughout the City’s operations. Core services included 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 program also supported the upgrade of existing technology, as well as new information technology initiatives. In meeting the City’s information technology needs, the IT Services program worked to continuously enhance and improve IT services, and maintain and enhance a sound and reliable IT infrastructure. BUDGET OVERVIEW As this program was closed effective with the FY 2007/08 budget, only prior year financial and staffing information is reflected in the following schedules; there are no Objectives or Key Services listed. The following Internal Service Fund program named Information Technology Services does include all ongoing program objectives and services. CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT MANAGEMENT INFORMATION SERVICES 2006/072007/082008/092008/092009/10 ActualsActualsAdjustedEstimatedProposed REVENUES Taxes - - - - - Fees, Licenses and Permits - - - - - Intergovernmental Revenues - - - - - Charge for Services - - - - - Other Sources - - - - - TOTAL REVENUES - - - - - EXPENDITURES Salaries and Benefits 159,005 - - - - Operating Expenditures Materials & Supplies 36,744 - - - - Fees & Charges 724 - - - - Consultants & Contract Services 54,105 - - - - Meetings, Events & Training 2,867 - - - - Total Operating Expenditures 94,440 - - - - Fixed Assets - - - - - Internal Service Charges - - - - - TOTAL EXPENDITURES 253,445 - - - - GENERAL FUND REVENUES AND EXPENDITURES C - 40 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT MANAGEMENT INFORMATION SERVICES Full Time Equivalents (FTE) 2005/062006/072007/082008/092009/10 City Staff FundedFundedFundedFundedFunded Administrative Services Director 0.20 0.25 - - - Supervising Accountant - - - - - Accountant - - - - - Accounting Technicians - - - - - Office Specialists I, II, III - - - - - IT Administrator 1.00 1.00 - - - IT Technician *- - - - - Total FTEs 1.20 1.25 - - - 2005/062006/072007/082008/092009/10 Temporary Staff Hours FundedFundedFundedFundedFunded Sr. Accountant - - - - - Accountant/Budget Analyst - - - - - Accounting Technician - - - - - IT Intern 1,052 1,040 - - - Total Annual Hours 1,052 1,040 - - - MANAGEMENT INFORMATION SYSTEMS STAFF C - 41 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 42 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 43 OFFICE STORES The Office Stores program accounts for the photocopy equipment leases, copy supplies, postage machine lease, and postage on a centralized basis. Expenses are subsequently allocated back to the appropriate department for services and supplies utilized, on a quarterly basis. There is no personnel activity in this fund, therefore a staffing schedule and fiscal year objectives are not included in this program. BUDGET OVERVIEW This Internal Service Fund program began in FY 2007/08 with the realignment of citywide dispersed office equipment expenses into a centralized source. Prior year costs are not included in the financial summary schedule as these charges were primarily within General Fund programs. For FY 2009/10, service charge revenues are set slightly less than budgeted expenses as there is contingency funding built into both FY 2008/09 estimated expenses and the FY 2009/10 proposed budget. In FY 2008/09, the City’s leased postage machine suffered several operational failures. As the financial impact of this lease is uncertain, funding was built into both fiscal years to provide adequate resources, depending on the lease outcome and timing. Photocopiers and postage machines are typically leased rather than purchased by the City based on the cost effectiveness of service contracts, versus the cost of purchasing equipment, repeated breakdowns of this type of equipment, the cost of service contracts, and quality issues with older machines. With the heavy usage office equipment sustains on a daily basis, as well as rapidly advancing technology improvements and cost reductions seen with these types of machines, leasing generally provides the City with cost efficiency and better ongoing quality. Both buy and lease options will be considered in the replacement of the postage machine, however after an extensive RFP and equipment testing exercise, a five-year lease agreement was determined to be the best option for the four new small color copiers and one large black & white copier obtained in July of FY 2008/09. Maintenance and support services are included in the lease agreements. 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 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT OFFICE STORES 2006/072007/082008/092008/092009/10 ActualsActualsAdjustedEstimatedProposed SOURCES OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated - - 32,616 32,616 37,179 Total Beginning Fund Balance -$ -$ 32,616$ 32,616$ 37,179$ Revenues Taxes - - - - - Fees, Licenses and Permits - - - - - Intergovernmental Revenues - - - - - Charge for Services - 10,685 7,000 5,575 10,000 Other Sources - - - - - Internal Service Charges - 65,000 60,000 60,000 40,000 Total Revenues -$ 75,685$ 67,000$ 65,575$ 50,000$ TOTAL SOURCE OF FUNDS -$ 75,685$ 99,616$ 98,191$ 87,179$ USE OF FUNDS Expenditures Salaries and Benefits - - - - - Operating Expenditures Materials & Supplies - 16,475 28,800 19,000 12,500 Fees & Charges - 26,594 30,200 27,512 42,200 Consultants & Contract Services - - 1,000 2,500 2,500 Meetings, Events & Training - - - - - Total Operating Expenditures -$ 43,069$ 60,000$ 49,012$ 57,200$ Fixed Assets -$ -$ -$ 12,000$ -$ Internal Service Charges - - - - - Total Expenditures -$ 43,069$ 60,000$ 61,012$ 57,200$ Ending Fund Balance Designated - - - - - Undesignated - 32,616 39,616 37,179 29,979 Total Ending Fund Balance -$ 32,616$ 39,616$ 37,179$ 29,979$ TOTAL USE OF FUNDS -$ 75,685$ 99,616$ 98,191$ 87,179$ SOURCE & USE OF FUNDS C - 44 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 45 INFORMATION TECHNOLOGY SERVICES Information Technology Services supports the delivery of technology based services throughout the City operations. Core services include the maintenance and support for the all the City’s information systems, voicemail, and wireless communications, as well as desktop computer and network maintenance and support. The IT Service program supports the upgrade of existing technology, as well as new information 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 2009/10. With an extensive workload in IT services for new technology initiatives, an technology consultant will provide additional high-level assistance for more complex projects. Prior year project funding will be utilized for this purpose. The IT Technician position is continuing to be under-filled with a temporary IT Intern for FY 2009/10 to provide backup and desk-top support. The IT Services program’s operating expenditures are increasing this fiscal year due to the IT consultant and from the addition of several annual license and support fees, including new services for the Laserfiche system, as well as backup software, firewalls, and antivirus systems. Annual license and support fees citywide software services will increase in FY 2009/10, to a total of $120,150. The remainder of operational expenses were held to base levels where available. CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT INFORMATION TECHNOLOGY SERVICES 2006/072007/082008/092008/092009/10 ActualsActualsAdjustedEstimatedProposed SOURCES OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated - - 122,542 122,542 158,521 Total Beginning Fund Balance -$ -$ 122,542$ 122,542$ 158,521$ Revenues Taxes - - - - - Fees, Licenses and Permits - - - - - Intergovernmental Revenues - - - - - Charge for Services - - - - - Other Sources - - - - - Internal Service Charges - 369,808 403,946 403,946 400,000 Total Revenues -$ 369,808$ 403,946$ 403,946$ 400,000$ TOTAL SOURCE OF FUNDS -$ 369,808$ 526,488$ 526,488$ 558,521$ USE OF FUNDS Expenditures Salaries and Benefits - 175,041 203,788 190,800 210,010 Operating Expenditures Materials & Supplies 13,055 16,250 11,250 14,750 Fees & Charges 6,792 10,400 9,950 10,600 Consultants & Contract Services 28,666 144,300 127,828 194,850 Meetings, Events & Training 94 3,700 2,631 3,700 Total Operating Expenditures - 48,607 174,650 151,659 223,900 Fixed Assets - - - - - Internal Service Charges - 23,618 25,508 25,508 28,884 Total Expenditures -$ 247,266$ 403,946$ 367,967$ 462,794$ Ending Fund Balance Designated - - - - - Undesignated - 122,542 122,542 158,521 95,727 Total Ending Fund Balance -$ 122,542$ 122,542$ 158,521$ 95,727$ TOTAL USE OF FUNDS -$ 369,808$ 526,488$ 526,488$ 558,521$ SOURCE & USE OF FUNDS C - 46 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT INFORMATION TECHNOLOGY SERVICES FY 2009/10 OBJECTIVES Laserfiche Software Upgrade – Oversee and support 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 be developing recovery plan procedures for the City. 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 Full Time Equivalents (FTE) 2005/062006/072007/082008/092009/10 City Staff FundedFundedFundedFundedFunded Administrative Services Director - - 0.20 0.15 0.15 Supervising Accountant - - - - - Accountant - - - - - Accounting Technicians - - - - - Office Specialists I, II, III - - - - - IT Administrator - - 1.00 1.00 1.00 IT Technician *- - 1.00 - - Total FTEs - - 2.20 1.15 1.15 2005/062006/072007/082008/092009/10 Temporary Staff Hours FundedFundedFundedFundedFunded IT Intern - - - 2,000 2,080 Total Annual Hours - - - 2,000 2,080 INFORMATION TECHNOLOGY SERVICE STAFF C - 47 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 48 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 49 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 cost has 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 is an expenditure. Over the years, the funding amount may adjust slightly as replacement equipment and projected costs are more finely determined. For FY 2009/10, funding charges increased by approximately $6,700 from the prior year due to a reassessment of the internal IT Services equipment, which is charged by to this internal service fund program. Planned replacements in the next fiscal year total $66,200, and include $22,100 for 15 desktop computer replacements, $3,600 for two laptop replacements, $23,500 for server replacements, $1,500 for a specialty printer replacement, and $15,500 for network and UPS equipment. The FY 2009/10 budget also includes a transfer of $175,000 to the CIP program for several planned technology projects: the phone system upgrade: the network cabling upgrade; the IT emergency power backup project; and the server room climate control project. As these expenditures impact facility operations and require more extensive preparation, IT staff will coordinate and finalize these projects with the Facilities staff before transferring funds. These large IT projects are funded from the remaining FY 2005/06 General Fund transfer, and are not part of the annual replacement funding schedule. CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT INFORMATION TECHNOLOGY EQUIPMENT REPLACEMENT FUND 2006/072007/082008/092008/092009/10 ActualsActualsAdjustedEstimatedProposed SOURCES OF FUNDS Beginning Fund Balance Designated - - - - - Undesignated 403,520 403,520 367,549 367,549 363,944 Total Beginning Fund Balance 403,520$ 403,520$ 367,549$ 367,549$ 363,944$ Revenues Taxes - - - - - Fees, Licenses and Permits - - - - - Intergovernmental Revenues - - - - - Charge for Services - - - - - Other Sources 14,000 - - - - Internal Service Charges - 52,103 51,303 51,303 58,008 Total Revenues 14,000$ 52,103$ 51,303$ 51,303$ 58,008$ Operating Transfers In Transfer In from General Fund 25,000 - - - - Total Operating Transfers In 25,000$ -$ -$ -$ -$ TOTAL SOURCE OF FUNDS 442,520$ 455,623$ 418,852$ 418,852$ 421,953$ USE OF FUNDS Expenditures Salaries and Benefits - - - - - Operating Expenditures Materials & Supplies 17,340 55,400 54,908 66,200 Fees & Charges - - - - Consultants & Contract Services - - - - Meetings, Events & Training - - - - Total Operating Expenditures 9,354 17,340 55,400 54,908 66,200 Fixed Assets 80,887 - - - - Internal Service Charges - - - - - Total Expenditures 90,241$ 17,340$ 55,400$ 54,908$ 66,200$ Operating Transfers Transfer Out to General Fund - - - - - Transfer Out to CIP - 70,734 - - 175,000 Total Operating Transfers -$ 70,734$ -$ -$ 175,000$ Ending Fund Balance Designated - - - - - Undesignated 352,279 367,549 363,452 363,944 180,753 Total Ending Fund Balance 352,279$ 367,549$ 363,452$ 363,944$ 180,753$ TOTAL USE OF FUNDS 442,520$ 455,623$ 418,852$ 418,852$ 421,953$ SOURCE & USE OF FUNDS C - 50 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT INFORMATION TECHNOLOGY EQUIPMENT REPLACEMENT FUND KEY SERVICES • Accumulate and provide annual funding for asset replacement • Assess IT equipment for proper replacement timing EQUIPMENT REPLACEMENT FUNDING SCHEDULE IT Equipment Units Per Unit Total Cost Unit Life Per Year Computers Desktop PC 531,400 74,200 418,550 Monitors 56300 16,800 44,200 Laptops 172,000 34,000 56,800 Printers Check Printer 11,500 1,500 5300 Counter Printers 31,500 4,500 5900 UPS Battery Backups Desktop Battery 56200 11,200 33,733 Server Battery 9300 2,700 3900 Phone System Battery 31,500 4,500 41,125 IT System Servers Exchange Server 17,000 7,000 51,400 Domain Controllers 27,000 14,000 52,800 File/Print Server 17,000 7,000 51,400 Backup Server 17,000 7,000 51,400 Call Accounting/Antivirus 17,000 7,000 51,400 Voicemail Server 15,000 5,000 51,000 Software Server 15,000 5,000 51,000 Laserfiche Server 17,000 7,000 51,400 Granicus Servers 27,000 14,000 52,800 Vermont Server 15,000 5,000 51,000 TrakIT Server 17,000 7,000 51,400 GIS Server 17,000 7,000 51,400 Network Equipment Main Switch 12,000 2,000 5400 Switches 51,500 7,500 51,500 Firewalls 21,500 3,000 5600 SPAM firewall 13,000 3,000 5600 Total Annual Funding Requirement 262,000 58,008 C - 51 CITY OF SARATOGA FINANCE & ADMINISTRATIVE SERVICES DEPARTMENT C - 52