HomeMy WebLinkAboutWS Item 02 - Monthly Financial Update . �,j��
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v• Admfnistrat�ve Services-Purchasing
100-105-3
Egpendituresby 2006-07 2007-08 200&09 2009-10 2009-10 2010-11
Maior Obiect Actual Actual Actual Budget Estimate Approved
Personnel Services 193,010 209,001 221,225 231,504 201,305 212,092
Supplies 3,465 3,359 3,291 3,670 3,205 3,720
Maintenance 0 0 0 0 0 0
Services 7,185 11,327 9,712 6,900 5,892 6,750
CapitalOutlay 0 0 0 0 0 0
Transfers 0 0 0 0 0 0
Total 203,660 223,687 234,228 242,074 210,402 222,562
Obiectives
- Conduct at least 3 Internet surplus auctions.
- Review/re-bid 90%of annual contracts without a gap in service.
- Maintain the average workdays to process a purchase request to four days or less.
- To establish at least 20 new annual contracts
2006-07 2007-08 2008-09 2009-10 2009-10 2010-11
Performance Indicators Actval Actual Actual Budget Esfimate Approved
Conduct at least 3 Internet surplus NA 2 6 3 3 3
auctions.
Annual contracts with no gap in 87% 96% 99% 99% 99% 99%
service
Requisitions converted to PO's<4 91% 100% 99% 99% 99% 99%
days
Number of new contracts established NA NA � 20 20 20 20
Potential Discussion Points with PSPC
- Newly drafted purchasing policies are currently being.reviewed by customer departments
- Renewed goal:participating in all purchases over$3,000
- Renewed goal:tracking#of reGuisitions(170 in 2010);improved tracking of response rates to RFP's
- Renewed-goal:tracking response rates to RFP's and re-establishing vendor registration lists
- Renewed,goal:purchase card tracking and"enforcement"
• - Renewed goal: inventory level management and stock turnover or replenishment;current stock only turns over 1-2X/year
' Administrative Services-Administration
100-105-1
Expendituresby 2006-07 2007-08 2008-09 2009-10 2009-10 2010-11
Maior Obiect Actual Actual Actual Budget Estimate Approved
Personnel Services 293,419 260,564 357,817 368,181 364,410 373,764
Supplies 18,183 22,016 23,844 20,300 22,728 15,400
Maintenance 0 0 0 0 0 0
Services 15,536 19,464 20,667 11,490 11,866 10,800
CapitalOutlay 0 0 0 0 0 0
Transfers 0 0 0 0 0 0
Total 327,138 302,044 402,328 399,971 399,003 399,964
Obiectives
- Facilitate a positive customer service attitude for both intemal and external City services.
- Facilitate effective support of operational deparlment activities.
- To oversee effective financial and administrative control systems.
- Publish the Annual Operating Budget and Capital Improvements Plan.
- Publish and maintain timely and accwate fmancial data online via the City's website.
- Implement and enhance employee health insurance training programs.
2006-07 2007-08 2008-09 2009-10 2009-10 2010-11
Performance Indicators Actual �ictual Actual Budget Estimate Approved
GFOA Distinguished Budget Awazds 20 21 22 23 23 24
received
GFOA Budget Review"Outstanding" 15 11 7 16 11 12
Ratings
Budget Amendment Requests 76 77 144 120 170 150
processed
Budget Document&CAFRs produced 29 21 20 30 15 20
on CD
Monthly financial status reports 6 9 9 12 9 9
completed by the 20th day of the
following month
Potential Discussion Points with PSPC
- Additional Statistics: 1,200+]ine item entries performed; 57 divisions supported including 320+performance indicators
- Additional Indicators:able to perform scheduled mid-year checks and make appropriate adjustments?
- Department rated itself lowest in area of budget and trend analvsis;the budget process itself is performed well but
missing forecasting opportunities to allow for better planning,as well as desire to work more with each department
- PSPC Observation:possible growth area for added Management Analyst or Budget Analyst position
- Department notes 271%increase in ciTy budget size and 57%city-wide FTE increase since 1996
. •
a Pa�rks&l�ec�e�tio�-Administration
100-3i2-1
Ezpenditvres by Z006-07 200'7-08 2008-09 2009-10 2009-10 2010-11
Maiar Obiec� ActaaE Actual Acfual Budget Estimate .�ppmved
Personnel Sarvices 415,07b 350,500 3'78,455 4I9,592 427,721 425,538
Supplies 2b,487 29,038 27,091 22,300 25,154 21,I00
Maintenance 0 a 0 0 � �
Services 56,641 54,204 56,442 $3,SU0 75,568 32,500
Capitat Outlay Q � fl � � �
Transfers Q 0 Q 0 4 0
Tmta! 498,2Q4 433,642 461,986 525,392 52$,448 479,138
Obiectives
- Optimize resources and budget to maximize citizens exposure to parks and leisure services in Grapevine
- Utilize matketing to maximize sponsorships, promate attendance, and educate Grapevine Citizens about
departmenTal events,parks,pragrams,and laice park apporl�ties.
- Utilizing a volunteer based war:E�arce, coordinate and cooperafe with the Keep Grapevine Beautiful argarlization
and the Soiid Waste Pragrasri to pramote a"Cleaner,Greener,Gragevine".
20Q6-Q? 2001-Q$ 2008-09 20Q9-14 2009-1Q 2010-11
Perfarmauce Indicatars Actual Actual Actual Budget Estimate Apgrovsd
Grant dollars Approved $0 $0 $354,QQQ $150,Q40 $SQ0,000 $54,400
Number of areas adopted by 42 48 52 53 50 Sp
citizens
Spansarship dollars secured $21,OUQ $13,90Q $15,OQ0 $15,000 $13,000 $15,OQ0
Po#ential Discussia�Points with PSPC
- Additional Statistics:#valunteer haurs coordinated and managed;savings resulting from volunteer-rnanned projects
- PSPC Observation: Volun#eer Services has tremendous "off the-baoks" span of contral; additional position of
professional support staff to assis#with coordinating,training,and overseeir�g wark of volunteers is.needed
_ PSPC Observation: additional future staffing should include a Finance Manager ar Business Manager to assist with
grants management,expenditure tracking,greater professional link to City Finance departrnent