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C I T Y 0 F SAN B ERN A R DIN 0
INTEROFFICE MEMORANDUM
CITY ADMINISTRATOR'S OFFICE
DATE: November 21, 1990
TO: The Mayor and Common Council
FROM: Shauna Edwins, City Administrator
SUBJECT: City Treasurer's Office
COPIES: Craig Graves, City Treasurer; Andy Green, Director of
Finance
At a previous meeting, Council Member Maudsley suggested
combining the Treasurer's Office and Finance Department. At the
same meeting, Craig Graves publicly announced that he is not
running for re-election.
Ray Salvador, Special Projects Coordinator, and Fred Wilson,
Assistant City Administrator, coordinated with Andy Green and
Craig Graves to prepare the attached report on consolidation of
the City Treasurer's Office with the Finance Department.
In addition, the Mayor suggested that the City Treasurer's Office
remain separate, but that the position be reduced to part time.
The Mayor, Lorraine and I met with Mike Williams, a CPA who is
part time and elected treasurer for the City of Colton.
Mr. Williams felt that the Treasurer and Finance Departments
should be separate and that the main function of any city
treasurer is to focus on the city's investment portfolio. It was
my impression that Mr. Williams was doing an excellent job as
treasurer for Colton and had been attracted to the position
because of the size of the portfolio.
If the Mayor and Council want to place a Charter amendment on the
March ballot, they must approve the amendment BB days prior to
the election (according to the Elections Code). December 7 is
the BBth day. Since your December 3 meeting has been changed to
the 10th, November 26 is your last scheduled meeting to adopt
these changes.
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/City Administrator
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Cit~f San BernardC)o
INTEROFFICE MEMORANDUM
9011-906
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TO:
Mayor and Common Council
FROM:
Fred A. Wilson, Assistant City Administrator
SUBJECT: ESTABLISHMENT OF PART-TIME CITY TREASURER POSITION
AND CONSOLIDATION OF CITY TREASURER'S OFFICE AND
FINANCE DEPARTMENT
DATE:
November 21, 1990
COPIES:
The purpose of this report is to identify the issues relating
to the consolidation of the City Treasurer's Office with the
Finance Department, eliminating the full-time city Treasurer
position and establishing an elected part-time City Treasurer
position. This report was prepared with the assistance of
Ray Salvador of the Mayor's Office.
The position of city Treasurer is established by Charter
section 70, which details the duties of the position.
Attachment I is a copy of this Charter section. Current
staffing in the Treasurer's office includes the positions of
City Treasurer, Assistant City Treasurer, Deputy city
Treasurer and two Cashier positions.
The major responsibilities of the City Treasurer's Office can
be grouped into four major categories which includes:
I. Overseeing all banking transactions and banking
relationships.
* Daily deposits
* Daily wire transfers
* Daily check encoding
II. Investment of City funds.
* Daily tracking
* Monitoring interest payments
* Reporting to Mayor and Council
* Cash flow analysis
* Broker relationships
* Market/Investment analysis
* Tracking pertinent legislation
III. Administration of Bonds.
* Ensures fiscal mechanics work
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() INTEROFFICE MEMORANDUM:~011-906 C)
CONSOLIDATION OF CITY TREASURER'S OFFICE
DEPARTMENT
November 21, 1990
Page 2
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AND FINANCE
* Central contact/approval point during
negotiations
* Law stipulates administration by Treasurer
* Answering reporting requirements
IV. Other duties.
* Administration of the Collection Center
* Weekly accounts payable
* Daily account reconciliations
* FOllow-up on bad checks
* Dog licensing and information
* Petty cash disbursements
*Signing of payroll and accounts payable checks.
The city Treasurer is responsible for supervising and
monitoring these major functions. The approximate time spent
in each of these areas includes:
L
2.
3.
4.
Overseeing all banking transactions
Investment of city funds
Bond administration
special Projects (budget committee/
bond proceeds, etc.)
10%
35%
30%
25%
100%
The primary responsibilities of
Treasurer's Office includes:
the other staff in the City
Assistant City Treasurer
Daily cash count
Preparation of deposits for
each account
Deputy City Treasurer
Investment processing
Monitoring maturities of
investment vehicles
Wire transfer
FIB
Cashiers
Service window
Petty cash
Dog licenses
Cash balances
Master drawer
Check encoding
Bad checks
The following issues associated
Treasurer's Office with the
considered and are detailed below:
with consolidating
Finance Department
the
were
() INTEROFFICE MEMORANDUM:()9011-906 ()
CONSOLIDATION OF CITY TREASURER'S OFFICE
DEPARTMENT
November 21, 1990
Page 3
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AND
FINANCE
1. Absorption of certain city Treasurer's duties by
Finance Director.
2. Absorption of City Treasurer's Office ~uties in the
Finance Department.
3. Establishing responsibilities and reporting
relationships of part-time City Treasurer
position.
4.
Transfer of other responsibilities from
Treasurer's Office to other departments.
5. Potential cost savings.
City
1. AbsorDtion of certain duties of citv Treasurer bv Finance
Director:
Although the Charter delineates the responsibilities of
the City Treasurer as they relate to overseeing and
monitoring investments and other types of cash
disbursements, the other functions currently performed by
the City Treasurer could be assumed by the existing
Finance Department's staff.
Overseeing all banking transactions consumes approximately
10% of the city Treasurer's time. Much of his time, in
addition to maintaining bank relations, is spent over-
seeing wire transfers and daily deposits. Through
restructuring of responsibilities of other Treasurer staff
positions, those duties will be absorbed by existing
staff.
Investment of City funds will remain a primary
responsibility of the city Treasurer. The other issues
associated with investing including daily tracking,
monitoring interest payments, cash flow analysis and
tracking legislative issues, are areas that could be
monitored by Finance staff. Bond administration is
another area which takes up close to 30% of the city
Treasurer's time. Although the subject matter is
specialized, existing resources, inCluding bond counsel
and the incumbent City Treasurer, could be utilized
to educate and assist the Finance Director and Assistant
Director in assuming this responsibility.
It is recognized that an additional workload on the
Finance Director would be created through the absorption
of these responsibilities. It is proposed that this
4:) INTEROFFICE MEMORANDUM:4:)9011-906 <:)
CONSOLIDATION OF CITY TREASURER'S OFFICE
DEPARTMENT
November 21, 1990
Page 4
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AND
FINANCE
workload be absorbed through restructuring existing
staffing, in both the Finance and City Treasurer Office,
as noted below.
2. Absorotion of citv Treasurer's Office Duties in the
Finance DeDartment:
The duties and responsibilities of the city Treasurer's
Office could be merged through the transfer of the
four existing staff positions into the Finance Department
under a new division. The day-to-day responsibilities of
these individuals in terms of investment processing, cash
counting, wire transfers as well as providing front window
service would remain unchanged. The Finance Director,
however, anticipates internal restructuring of certain job
duties in order to more efficiently utilize the available
personnel. Reorganization concepts which would be
implemented include delegating some of the cash counting
and depositing responsibilities from the Assistant
Treasurer to the Deputy Treasurer and Cashier positions.
This in turn would free up the Assistant Treasurer to
perform more investing of city funds with the appropriate
oversight of the city Treasurer as well as support of the
Finance Director.
Due to the importance of closely monitoring investments,
the positions of Assistant Treasurer and Deputy Treasurer
would report directly to the Director of Finance. The
cashiering positions would be slightly restructured and
report to the Internal Auditor/Budget Officer. The
Assistant Finance Director in turn would become more
involved in assisting the Director in administering bond
issues such as answering reporting requirements and
helping to ensure appropriate administration of bond
issues.
3. Establishina Part-time citv Treasurer Position/
RelationshiD to Finance Director:
The Charter delineates the responsibilities of the city
Treasurer, which are provided in Attachment I.
A revised job description has been developed and is
provided in Attachment II which reflects the duties of
a part-time city Treasurer as well as recognizes the
relationship in terms of staff support from the Finance
Director. This recognition is noted since under the
proposed merger of the two offices, the majority
of staff support relating to Treasurer functions would
exist in the Finance Department. Many cities have
functioned effectively with a part-time elected city
Treasurer working closely with the Finance Director. A
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o INTEROFFICE MEMORANDUMQgOll-906 0 0
CONSOLIDATION OF CITY TREASURER'S OFFICE AND FINANCE
DEPARTMENT
November 21, 1990
Page 5
survey was performed of those cities and the results of
the survey are provided in Attachment III.
4. Transfer of Other ResDonsibi1ities from citv Treasurer
Office to Other DeDartments:
It has been recognized that the responsibilities of the
city Treasurer's Office are varied and the assumption of
these additional duties will impact the Finance
Department. In order to allow the Finance staff to focus
on the key responsibilities of the Treasurer's functions,
relating to investments and management of cash, it is
proposed to transfer/change the following activities of
the city Treasurer's Office:
A. Transfer the responsibility of issuing dog licenses
to Animal Control. Approximately 2500 licenses are
sold through the Treasurer's Office yearly which
consumes a fair amount of time of the cashiers in
terms of processing. If the cashiers are to be assigned
additional duties in the area of cash counting and daily
depositing, additional time needs to be made available to
perform these duties. Transferring of dog licensing would
allow this to occur. Animal Control is willing to assume
this duty. This would also allow for better control over
the issuance of dog licenses.
B. Transfer the responsibility of administration of the
Collection Center to the Parks and Recreation Department.
The cashier positions in the Finance Department would
provide backup and support approximately 3 to 4 days per
month during peak work load periods. Vacations and sick
leave coverage would have to be covered by the clerical
pool.
C. Reduce petty cash disbursements from twice per day
to once per day.
D. Follow-up on bad checks -- A portion of the
Treasurer's staff is dedicated to follow-up of bad
checks. It is proposed to transfer this responsibility
to the City Collector.
5. Potential Cost Savinas:
The potential cost savings through the elimination of a
full-time city Treasurer is $70,000 per year.
Part of the savings would be offset by the salary of a
part-time city Treasurer, which is estimated at
approximately $10,000 yearly.
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c:> INTEROFFICE MEMORANDUM:~011-906 <:)
CONSOLIDATION OF CITY TREASURER'S OFFICE
DEPARTMENT
November 21, 1990
Page 6
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AND
FINANCE
Sununarv
This report has identified the issues relating to the
establishment of a part-time city Treasurer position and
consolidating the City Treasurer's Office with the Finance
Department. It has attempted to indicate that these
changes could be implemented while still retaining the
necessary checks/balances of an independent City Treasurer
in terms of overseeing investments and cash disbursements.
~ON
Assistant city Administrator
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Attachments
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Section 70. Duties. The Treuurer shall receive and payout
all moneys belongina to the City, and shall keep an account of
all receipts and expenditures, under such rules and regulations
as may be prescribed. He shall make a monthly statement to
the Mayor and Common Council of the receipts and
expenditures of the preceding month, and shall perform all
duties required of him by law and the Mayor and the Common
Council. He shall not payout any monies belonllinl to the City
except on claUns presented, allowed and submitted in the
manner provided by this Charter.
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(Section 75 repealed by election held on the 6th day of
Feb/'UQ1')l, 1973 and approved by State Legislature.)
(Section 80 repealed by election held on the 2nd day of
November, 1976.)
(Section 81 repealed by election held on the 2nd day of
November, 1976.)
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CITY TREASURER (U)
JOB DESCRIPTION
Part-time elected position responsible
custody, and disbursement of all City
perform other related work as required.
for the receipt,
securities; and to
REPRESENTATIVE DUTIES
Works with Director of Finance to insure that proper
receipting and custody of funds from revenues, fees, claims,
and accounts receivable; acts as custodian of monies
deposited by other City departments; deposits money in banks;
maintains records of receipts deposits, and expenditures;
disburses money on properly audited demands and warrants;
prepares and submits written reports of receipts,
disbursements, and fund balances; supervises the preparation,
accounting, correspondence, and records concerning bonds.
MINIMUM OUALIFICATIONS
As determined by the electors of the City of San Bernardino.
GENERAL OUALIFICATIONS
Knowledae of:
The principles and practices of public finance adminis-
tration to include accounting;
Laws and other regulations regarding banking and
treasury operation;
Charter of the City of San Bernardino;
Ordinances applying to the Work of the City Treasurer's
office;
Municipal fiscal practices and deposit and municipal
bond procedures;
Modern bookkeeping principles and practices; principles
of office administration, supervision, training,
and public relations;
Develop effective financial methods and procedures;
Interpret and work with a wide variety of laws and
ordinances;
Compose correspondence for the Common Council, city
departments, and the general public;
supervise the work of technical and clearical personnel;
Develop and plan a departmental budget and work program;
Express ideas clearly and concisely, orally and in
writing;
Establish and maintain good relations with other-
administrative and elected officials.
ORGANIZATIONAL RELATIONSHIPS
The City Treasurer is the administrative control of the City
Administrator for budgetary purposes and under the
legislative policy of the Mayor and the Common Council. As
an elected official directly responsible to the electorate of
h-'7TI!(j-r/;.f E/V7 1/
o the City of San Bernar~o.
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o TREASURER'S OFFICE SUR~
Part-time Treasurer Position:
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RIALTO: Elected part-time position with monthly startinq
salary of $1010.00. See attached job description. Separate
from Finance Dept.
BARSTOW: Elected part-time position with monthly salary of
$75.00. Job description will be faxed on 11/26. Combined
with Finance Dept.
COLTON: Elected part-time position with monthly startinq
salary of $1389.00. Elected position has no formal jOb
description. Combined with Finance Dept. Primarily
responsible for city's investment policy.
ONTARIO: Elected part-time position with monthly startinq
salary of $676.00. Elected position has no formal job
description. Position is separate from Finance Dept.
Responsible for bankinq transactions and investment policy.
Full-time Combined Treasurer/Finance Director Position:
LAKEWOOD: Appointed with yearly startinq salary of $29,062.
Job description will be faxed on 11/26.
APPLE VALLEY: Appointed with yearly startinq salary of
$60,000. See attached job description.
MONTEREY: Open recruitment with startinq monthly salary of
$3518.00. See attached job description.
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