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HomeMy WebLinkAboutS04-Parks and Rec - - _ :l.. CITY OF SAN BERORDINO - REQUEST Q)R COUNCIL ACTION From: Annie F. Ramos, Director Subject: REPORT ON EVALUATION OF THE FACILITIES AND OPERATIONS OF THE UTILITY PAYMENT Dept: Parks, Recreation & Community Services AND POSTAL SERVICE CENTER. Date: September 12, 1991 Synopsis of Previous Council action: September 3, 1991 Staff directed to meet with citizen representatives and report back to the Mayor and Council on the evaluation and alternatives relative to the facilities and operations of the Utility Payment and Postal Service Center. , Recommended motion: 1. That the Utility Payment and Postal Service Center operations be discontinued because of the lack of available funding for upgrading the physical security of the facility and for hiring of an additional Cashier I. OR 2. That funds in the amount of $40,549 be added to the Parks, Recreation and Community Services Department budget from a source to be identified for the purpose of upgrading the physical security of the facility ($13,500) and for hiring one (1) additional Cashier I ($27,049) for the continued operation of the Utility Payment and Postal Service Center. .. /1./ . '-.I '-7~ 1(1(-"-1 ( l' .!!'!~ ~.,. . Signature Contact person: Ann i e F. Ramos Supporting data attached: Staff Report Phone: 5030 6 Ward: FUNDING REQUIREMENTS: Amount: Source: (Acct. No.) IAcct. DescriPtion) Finance: Council Notes: 75-0262 Agenda Item No. ~-'i - - j · CITY OF SAN BERtt)RDINO - REQUEST lOR COUNCIL ACTION REPORT ON EVALUATION OF THE STAFF REPORT FACILITIES AND OPERATIONS OF THE UTILITY PAYMENT AND POSTAL SERVICE CENTER. At the September 3, 1991 Regular Meeting of the Mayor and Common Council, Department Staff was directed to meet with interested parties and report back the results of those meetings, and to make recommendations relative to the contin- uance or discontinuance of the services of the Utility payment and Postal Service Center currently being operated as a service of the Wests ide Community Service Center. Department staff met with Councilwoman Pope-Ludlam and the Northwest Redevelopment Project Area Committee on September 9, 1991. In addition, discussions were held with individuals who were interested in the center's operations. BACKGROUND The operation of the Utility Payment and Postal Service Center was transferred from the Treasurer's Office to the Parks, Recreation and Community Services Department in February 1991, due to budget constraints and a need to reduce operating costs. The Center was merged into the space occupied by the westside community Service Center. During the ensuing months, the operations have been evaluated as to security of the facility and security for the employees involved with the handling of large amounts of cash, and for staff and the procedures required to provide for an effective and efficient operation. In May and June 1991, the Finance Department performed an audit of the Payment Center to review current procedures for operations, control of funds, security of personnel and equipment, and City Treasurer's procedures related to the Payment Center. A copy of the Audit Report is Attachment #1 to this correspondence. The findings, recommendations and conclusions of the Finance Department Audit Report served to reinforce the evaluation of the daily operations of the Center and the concerns of the Administrative staff of the Parks, Recreation and Community Services Department. The primary concern is for the security of the employees. The next most important concern is that the Payment Center is not properly staffed to be able to give continuous effective and efficient service to the customers without reducing effectiveness in other administrative areas. The Payment Center cannot be operated with only one cashier, and cur- rently, clerks from the Department Administrative Services 75-0264 o o Division have been trained to assist in the operations. When these clerks are used at the payment Center, their normal duties are curtailed and there is a backlog of work to be caught up when they return to their regular position. This has caused some morale problems as well as increasing the potential for error in handling of funds by those who are assisting at the Payment Center on a temporary basis. DISCUSSION In order to upgrade the physical security of the facility, the site was visited by staff from Facilities Management Division and this Department to evaluate and determine needed changes. Facilities Management Division has provided an estimate of costs for upgrading the physical security of the facility. Attachment #2 is a copy of the estimate and description of work to be performed. This upgrade will provide more adequate physical security for employees, patrons and operations. Cost to upgrade the facility is $13,500. In order to bring staffing to a level which will provide for a more efficient and effective operation, another Cashier I position needs to be added. This will allow for two (2) cashiers to be on duty at all times and will maintain con- tinuity of operations when one cashier needs to be off duty due to vacation or illness and temporary clerical help is provided from the Department Administrative Services Division. The cost of adding this position is approximately $27,049 By adding the Cashier I position, the amount of time spent in the Payment Center by the Center Manager would be reduced by approximately one-half, thus allowing the manager to be more effective in the overall operations and services offered by the Westside Community Service Center. The clerical assistance currently being provided from Department Administrative Services Division would be reduced by 70%. Attachment #3 is a cost analysis of the payment center operations with the proposed upgrade of security and an increase of one (1) Cashier I position. This proposal would require an additional $40,549 be added to the Department Budget. At Attachment #4 is a current cost analysis of the operation of the utility Payment and Postal Service Center. without the foregoing upgrade of security and increased staffing, the city is at extreme high risk of someone being hurt and/or the loss of considerable amounts of funds. Should the decision be made to terminate operation of the utility Payment and Postal Service Center, the savings to be realized in the Department Budget would be $30,657, primarily because there would be a loss of one (1) Cashier I position. -2- - o o . CONCLUSION Because of the physical security inadequacies for an additional Cashier I to provide effective services, there appears to alternatives: and the efficient be only need and two 1. That funds be aspects of the or That operation Service Center appropriated to upgrade the physical facility and hire another Cashier I, 2. of the utility Payment and a Postal be discontinued. (STAFFRE:UTILITY) 9/12/91 -3- - ~ o D R A I' T o FINANCE DEPARTMENT AUDIT REPORT UTILITY COLLECTION CENTER JUNE 24, 1991 ScoDe 1. Reviewed current procedures being applied at the collection Center related to cashiering for utility bills. 2. Reviewed internal control procedures related to postal service. 3. Reviewed security of personnel and property at collection center. 4. Reviewed City Treasurer's procedures related to collection center. Findinas 1. cashiering procedures - utility bills A. Based on actual collections for the month of February 1991, it appears that approximately $3,000,000 is receipted annually by the center. Of that amount, approximately 78% or $2,340,000 of the payments are received in cash. B. Currently there is one full time cashier and three different people working part time as needed at the center. One of these people is the West Side Drop In Center Manager who is also responsible for the daily deposit being made to the Treasurer's office. C. All of the people that use the registers have master keys to both registers. D. The cashier is also preparing the daily reconciliation sheet submitted to the Treasurer's Office. 2. Internal control procedures - Postal Service A. Approximately $450,000 in postage receipted annually through the services as a contract station. and postal money orders is collection center's postal B. All postal funds are maintained in separate register drawers, as required by the postal contract. c. Monies are deposited daily with the remittance being prepared by the cashier. , D. The center maintains approximately $8,000 in postal inventory consisting of stamps, envelopes and other postal materials. This amount increases substantially during the christmas -1- Attachment #1 ~ - J - . season. The~tal service audits the verify the amount of accountability. E. stamps and other postal inventory are sold between the two cash registers during the day so that all postal sales are in one drawer at the end of the day for remittance. ~ter periodically to F. Postal money orders are sold between drawers for the same reason. 3. Security A. Cashier windows are not secure. windows are loose in frame. Door and frame into cashiering area are not metal. B. There is a commercial alarm system. It functions as a break in alarm at night, and a hold up alarm during business hours. C. There is a security person in the lobby who is responsible for the entire building. This person works for a contract service provided by the building owner and is not responsible to the collection center or the city. D. The door of the cashiering area and is plainly visible. The swinging gate made of plywood. the gate. is only six feet from the lobby only obstacle in between is a There is no latch or lock on E. The only staff person with a view of the outside of the cashiering area is the Drop In Center Information person. 4. Cashiering procedures - Treasurer's office A. The Treasurer's Office receives funds from the collection center on a daily basis via a Police Department delivery. The Assistant Treasurer verifies the cash count and prepares the deposit. Cash is deposited into the City's general account and a check is written on that account payable to a special utility collection account. B. A cashier writes checks payable to each utility company for the amount of cash collected. The city's check along with checks received at the collection center are mailed with he corres- ponding bill stubs to each utility on a daily basis. Recommendations 1. Provide adequate staffing at collection center so proper separation of duties can be obtained. Adequate internal control requires that a different person be responsible for the reconciliation of daily receipts than the one actually receiving the cash. In this case, the center manager should not be performing both duties. A. This could be accomplished with cashier, so that the center cashiering duties. the addition of one full time manager could be relieved of ~ B. Another on the switch possible avenue second window. on the register would be to This could to separate -2- use two part be done by the drawers time cashiers using the A-B for account- . l ~ - ability. A ~ing cashier could use dr~r A and an afternoon cashier could~se drawer B. This would cause the second window to be severely limited in postal services. It might be better to make the second register responsible for utilities collection only. A large sign would need to be posted in the lobby to advise customers of the change in services offered. 2. register keys for all cashiers. It key usage should be reserved for the register readings and reconciling the Immediately stop using master should be obvious that master person responsible for taking daily receipts. 3. Provide adequate physical security for personnel and cash. This should include bullet proof windows at cashier stations, a secure metal door that is not visible from the lobby, decreasing the easy access from the lobby, a security camera system and a security guard whose responsibility is limited to the cashiering area if necessary. 4. Look into renegotiating the contracts with the utility companies and Postal Service regarding the compensation. 5. Reprogram the registers to take advantage of the efficiencies and internal controls available. conclusions 1. The collection center in its present arrangement exposes the city to tremendous risk. with very large amounts of cash available and minimal security, the potential for robbery is obvious. with the lack of internal control, the potential for mishandling of cash always increases. This particular risk is currently very high. The costs associated with reducing the physical security risks would be high but would be one time costs. The costs of addressing the internal control problems are also high but since they involve additional personnel, they would be continuing costs from year to year. The cashiering operation in its current arrangement costs the city approximately $70,000 annually. The offsetting revenues from the utility companies and Postal Service total approximately $15,000. The current contracts with the utility companies and Postal Service specifically prohibit the city from charging any fee to the consumer for the service. 2. When the collection center was first established, it was offering a service that was not available to west side residents. In the subsequent years, the situation has changed. There is currently a market and a check caShing company located in the shopping center next door. They offer the same services, but charge a fee in order to recover their costs. At the city's collection center, the General Fund is SUbsidizing the operation. The question could be raised as to why General Fund money is being spent to compete with local businesses. -- If the center were closed, the cost savings could amount to ,$40,000 annually in operating costs. The capital costs for reducing the security risks would also be saved. -3- ~ - - o C I T Y o OF SAN BERNARDINO INTEROFFICE MEMORANDUM . Facilities Management NO. 11 .67 TO: FROM: Annie Ramos. Director Parks, Recreation 10 Comm. Services Steven Grifim. Superintendent Facilities Management SUBJECT: DATE: WBSTSIDE DROP-IN-CENTER September 12, 1991 COPIES: Fred Wilson, Acting Director, Facilities Management In response to your security level for following: request for an estimate on the costs of increasing the the Westside drop-in-center, please review the The increased security measures that we discussed centered around the possibility of an armed robbery. The main areas of concern were: 1. Lack of protection against gun fire. 2. Inability to receive packages without opening the door to the drop- in-center. 3. The exposure of parks and recreation personnel in the adjacent area to potential risk of direct violence and or of being used as a hostage. Preventative measures required to secure the drop-in-center and the parks and recreation office are as follows: 1. Remodel the existing park and recreation counter area to secure the area from public traffic, including the addition of a door and windows at the counter. Modify air conditioning ducts as required Move the existing drop-in-center door to the rear of the center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $3.750.00 2. Install 1-3116" bullet proof glass at all counter areas for both the drop-in-center and the park and recreation counter.. $6.250.00 3. Install 318" steel plate on all areas under counters and above except where glass is installed..............................$1.000.00 09-12-91 Attachment '2 o o . Westside Drop-In-Center Page - 2 4. Install a package retrieval system that would allow a package to be dropped into a compartment from the outside and after the door is secured, be able to open a second door on the inside to enable center personnel to retrieve the package for processing .................................................... $2,500.00 Total cost of the project................................. -. . $13,500.00 All estimates include material, labor, and tax. Installation of glass materials to be installed by a glass contractor. If I can be of any further service, or answer any other questions regarding this project, please let me know. ~ ~ . STEVER GRI , Superintendent Facilities Management SG:mal File: Corrsp. I-B #12 Maint. 8 #5 09-12-91 Attachment 12 o o . PROPOSED OPERATING COSTS utility Payment and Postal Service Center Personnel Costs Two (2) Cashier I One (1) Center Manager (1/4 time) One (1) Clerical (as needed) Total Materials, Services & Supplies Postage Printing Equipment Maintenance Security Services Office Supplies Mileage Reimbursement Telephone Charges Space (25%) Total $ 5,622 $ 500 $ 13,500 $ 87,316 Equipment and System Replacement Capital Improvement-upgrade of Physical Security Total * The Center Manager, clerical assistance and space rental are in-kind services and charges which are directly related to operation of the utility and Postal Services Center. The positions and space are already budgeted for authorized department expenditures for the oper- ation of the Wests ide Community Service Center and the Department Administrative Services Division. These costs would be ~n the Department Budget even if the utility Payment Center were not in exist- ence. The positions and space are budgeted for the larger Department and Community Services functions and their time and use for the utility Payment and Postal Center is an additional duty assignment because of the requirements of the utility Payment and Postal operations. Thus, the additional costs which would be required in the Parks, Recreation and Community Services Department should the utility Payment and Postal Service Center be maintained with the security environment being upgraded and the staff increased are: One (1) Cashier I upgrade of Physical Security of Facility $ 27,049 Total $ 13,500 $ 40,549 9/12/91 Attachment #3 I J. '11 . o o \ CURRENT OPERATING COSTS Utility Payment and Postal Service Center Personnel Costs One (1) Cashier I One (1) Center Manager (1/2 time) One (1) Clerical (as needed) Total Materials, Services & Supplies postage Printing Equipment Maintenance Security Services Office Supplies Mileage Reimbursement Telephone Charges Space (25%) Total Equipment and system Replacement Total * The Center Manager, clerical assistance and space rental are in-kind services and charges which are directly related to operation of the Utility and Postal Services Center. The positions and space are already budgeted for authorized department expenditures for the oper- ation of the Wests ide Community Service Center and the Department Administrative Services Division. These costs would be in the Department Budget even if the Utility Payment Center were not in exist- ence. The positions and space are budgeted for the larger Department and Community Services functions and their time and use for the Utility Payment and Postal Center is an additional duty assignment because of the requirements of the Utility payment and Postal operations. Thus, the savings which would be realized in the Parks, Recreation and Community Services Department should the utility Payment and Postal Service Center be closed are: One (1) Cashier I Materials, Services & Supplies Equipment & System replacement Total $ 27,049 3,108 500 $ 30,657 9/12/91 Attachment #4 . . ---. ... J JJ. o o PET I T ION {Lf TO: THE MAYOR ~ COUNCIL SEPT 3, 1991 }- We, the undersigned, hereby sincerely request and petiti.c.n the Mayor and Council for your consideration and determination on behalf , of the Postal and Utility Station, located in the Public Enterprise Building, in conjunction with the following points of information: 1). This is a direct benefit to the local community and to the society at large to continue the operation of this utility station. This is the only economical outlet the 6th ward serves toward the support of the City of San Bernardino. As we are aware this center generates thousands of dollars per month, which the city benefits from. Therefore ~e are requesting that this utility station remain open, and allow the Westside of San Bernardino to remain in the mainstream and grow within this county and city. 2). The city is well aware that this center has been part of our community over 15 years and has been victimized only by moving from one location to another. But the success rate of this utility station has remained a constant flow .::of revenue to the city. 3). An additional point of information is that jobs have been developed through this postal utility station which is a must for 'I ? : ,/ this ward. 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