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HomeMy WebLinkAbout30-Parks and Rec ciTY 6F SAN BERNAR~NO - REQUEST FOR'60UNCIL ACTION From: Annie F. Ramos, Director Subject: REPORT ON STAFFING AND COSTS FOR MAINTAINING OPERATIONS AT THE WESTSIDE COMMUNITY UTILITY PAYMENT AND POSTAL SERVICE CENTER. Dept: Parks, Recreation & Community Services Date: September 26, 1991 Synopsis of Previous Council action: 9/16/91 - Staff directed to report back to Mayor and Common Council on staffin9 and cost requirements. Recommended motion: 1. That staffin9 recommendations for the continued operation of the Utility Payment and Postal Service Center be approved. 2. That the transfer of one Cashier I position from the Finance Department to the Parks, Recreation and Community Services Department be approved. a<4-& ~..,. ./ S ignat re Contact person: Annie F. Ramos Phone: 5030 Supporting data attached: Staff Report & Di rector of Fi nance Ward: 6 Letter FUNDING REQUIREMENTS: Amount: Source: IAcct. No,) (Acct. DescriPtion) Finance: Council Notes: Anann~ 11,.0""" I\ln .::!J{) CITY OF SAN BERNAR~O - REQUEST FOR \;bUNCIL ACTION REPORT ON STAFFING AND COSTS FOR STAFF REPORT MAINTAINING OPERATIONS AT THE WESTSIDE COMMUNITY UTILITY PAYMENT AND POSTAL SERVICE CENTER. ~ At the Regular Meeting of the Mayor and Common Council on September 16, 1991, Department staff was directed to develop a plan by which the staffing needs of the Utility Payment and Postal Service Center (UPPSC) could be met. Depart- ment staff has met with the City Administrator, Director of Finance and Director of Personnel to discuss alternatives and costs. When the UPPSC was merged into the operations of the Westside Community Service Center, one Cashier I position was transferred from the UPPSC to work in the Treasurer's Office and one Typist Clerk II position was deleted from the Westside Center staffing. Subsequent to the merger and the reduction in staff, evaluation of procedures, operating services and staffing has revealed that to provide effective and efficient services to the public, a Cashier I position needs to be re-estab1ished at the UPPSC. After discussions with the Director of Finance, it has been determined that with the approval of the Mayor and Common Council, the Cashier I position may be transferred back to UPPSC with the position and funding being transferred from the Department of Finance Budget to the Parks, Recreation and Community Services Department Budget with corresponding actions being taken to change the Personnel Resolutions. In return, Parks, Recreation and Community Services Department will provide clerical assistance to the Treasurer's Office during peak work periods throughout the year to make up for the loss of their Cashier. (Please see letter from Director of Finance to Director of Parks, Recreation and Community Services dated September 23, 1991.) This plan will not only maintain continuity of operations in the UPPSC at all times, but it will also provide Cashier expertise at the windows even during times when clerical assistance is needed due to vacations or illness of one of the regularly assigned Cashiers. In addition, the cooperation between the two departments will provi de the staffl ng for aSSUrl ng that the Treasurer's Offi ce wi 11 be able to carry out its mission. The expressed willingness and cooperation between the Departments to do whatever it takes to provide service and maintain relationships between the City and the Citizens will provide for the continued operation of the Utility Payment and and Postal Service Center without the need for additional funding in the 1991-92 Budget. It is recommended that the Mayor and Common Council approve the personnel and funding transfers as set forth above so that the UPPSC can continue efficient and effective service to the citizens of San Bernardino. 9/26/91 75-0264 . . -- o City of San Bernardino INTEROFFICE MEMORANDUM 9109-1715 o TO: ANNIE RAMOS, DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICE FROM: ANDREW M. GREEN, DIRECTOR OF FINANCE SUBJECT: MEETING CONCERNING COLLECTION CENTER UP GRADE DATE: September 23, 1991 COPIES: SHAUNA CLARK, CITY ADMINISTRATOR; TOM BOGGS; DAVID REID, ASSISTANT DIRECTOR OF FINANCE; MARTIN ROMEO, INTERNAL AUDITOR/BUDGET OFFICER: EDY ROSE, ASSISTANT CITY TREASURER ------------------------------------------------------------- The purpose of this memo is to september 18, 1991 concerning the operation. recap the meeting held on utility Collection Center As we discussed I would provide to you recommended procedures to increase internal control at the Utility Collection Center. In addition I agreed to the transfer of Carol Marshall to your department. This action in conjunction with the proposed increased security measures which will be funded by the Economic Development Agency should address two of the three overall concerns voiced in the audit report given to you by this department. The third concern had to do with identified operational procedures necessary to increase the overall internal control of the Collection Center. The following are recommendations to accomplish an increase in internal control: 1. All Cashiers should be accountable for their own individual utility cash drawer. Each Cashier should have their own key and only the supervisor should have the "Z" key which totals and clears the daily activity. 2. The Post Office drawer should be separate and distinct from all other drawers. There should be no comingling of cash between the Post Office drawer and any other drawer. 3. All. without exceotion , Utility Collection Center transactions should be reflected on the cash registers. This includes both postal and utility payments. The cash register provides an excellent internal control mechanism for transaction verification. If it is not used for all transactions internal control is weakened. --- 4. The postal inventory should be audited frequently to t . .. INTEROFFICE MEMORANDUM: 9109-1715 MEETING CONCERNING COLLECTION CENTER UP GRADE September 19, 1991 Page 2 o o ~ limit shrinkage. The supervisor should have this responsibility. The Finance Department will also periodically perform an audit of the utility Collection Center which will include the postal inventory. It is suggested that the supervisor inventory every two to three weeks. kept to substantiate these audits. 5. At the close of each day, the individual Cashiers should balance their respective drawers. The Supervisor should, at that time, obtain an end of day transaction reading by means of the "Z" key. This "Z" reading will allow the Supervisor to compare transaction totals reported by each CaShier, which should match their respective cash and checks, to the actual input transaction. audit the postal Records should be Whenever a Cashier's drawer is counted, the Cashier should be present to verify the count. 6. Once the individual Cashiers have counted and balanced their drawers, the balancing information should be summarized for each drawer and given to the Supervisor. The Supervisor should use of the "Z" key checks. verify the sales figure through the printout and recount the cash and Once the supervisor is satisfied as to the correctness of the individual Cashier's balancing, the supervisor should then prepare a comprehensive daily summary for deposit. 7. Only the supervisor should have access to the main change drawer. That Supervisor should be primarily responsible for providing change to each of the Cashiers. 8. Once the comprehensive daily summary has been prepared by the Supervisor, arrangements should be made to have an armored car service pick up and deliver the cash for that day to the Wells Fargo Bank branch where the city utility Collection account has been established. The checks and stubs along with a copy of the summary sheet and deposit ticket should be delivered to Parks, Recreation & Community Services. This will allow Parks and Recreation personnel to write a check to the respective utility companies for the amount of cash collected that day and write a check to the City for any revenues it is entitled to receive based on agreements with the various utility companies. This check along with the other individual checks for . . o ~TEROFFICE MEMORANDUM: 9109-1715 MEETING CONCERNING COLLECTION CENTER UP GRADE September 19, 1991 Page 3 o each utility company and the utility stubs should then be mailed to their respective utility companies. ~ If the cash deposit received by the bank should notify the administration to send someone deposit. the bank is Parks and down to incorrect, Recreation verify the Park and Recreation Administration for the utility Collection reconciliation. will be responsible checking account These recommended procedures will help to ensure the protection of City assets. As a part of the implementation of the above mentioned recommendations, the programable cash registers currently on site at the utility Collection Center should be programmed to provide maximum efficiency when used. It is my understanding that currently some of the cash register features are not being utilized. Another point from this meeting was that Parks and Recreation would agree to provide personnel service to the Treasurer's section during peak times of the year when counter traffic is heavy, ie. dog license clinics. This plan of action should meet the direction given Mayor and Common Council at their september 16, 1991 If I can be of any further assistance please call me 5242. by the meeting. at ext. (LwD~ Andrew Green Director of Finance vm