INTEROFFICE MEMORANDUM 0604A2.002
TO: FROM: SUBJECT: DATE: Wadie Atallah, City Manager Jeffrey A. Price, Director of Finance Department of Finance Activity Report – Mar. 27-Apr. 7, 2006 April 10, 2006
The following report provides the highlights of activity within the Department of Finance for the twoweek period from March 27 through April 7, 2006. 1. AUDIT/BUDGET and FINANCE ADMINISTRATION: a. Attended a Financial Impact Analysis Model (FIAM) introduction meeting. Each city will be required to submit a comprehensive plan due December 2007. The FIAM is a spreadsheet that was designed to assist the cities with their comprehensive plan. Any model can be used as long as there is some sort of support to back up the plan numbers. b. Attended a conference call meeting with Florida League of Cities regarding Police and Firefighter Trust. In attendance were Jeff Price, Debbie Manzo, Pam Terranova and Teri Beiriger. Three topics that were discussed were terminated vested employees benefit statements, 457-buyout and general employee plan participant switch over. c. Submitted the following grants for reimbursement: E911 totaling $3,163.75; CARES totaling $10,643.93; Firefighters supplement totaling $1,140.00 and Cool Zone totaling $7,633.52. d. Completed and mailed CR5500 (report of employee benefit plan) to the IRS. 2. FINANCE OPERATIONS: ACTIVITY A/P Checks Issued Payroll Checks Issued Direct Deposits Cashier Payments Processed New Utility Accounts 3/27/2006 – 4/7/2006 Number Amount 163 19 182 273 5 > $574,823.37 $356,862.35 $625,950.64
a. Prepared payroll debit card memo, working with SunTrust and Skylight Financial on final application/enrollment details. b. Cleared old boxes from vault and labeled for destruction. c. Updated 20-22 cost center efficiency tracking numbers and line item budget dollars.
Interoffice Memorandum 0604A2.002 April 10, 2006
3. PURCHASING AND CONTRACTING: CURRENT 69 $253,069.45 4 1 1 $15,904.61 118
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ACTIVITY Purchase Orders Issued Excluding Change P.O.s Purchase Order Amounts Bids In Progress Bids Advertised Bids Awarded Procurement Card Purchases Purchasing Card Transactions
Year to Date (FY 2006 Only) 1,068 $3,874,323.83 6 4 5 $70,605.16 643
a. Held final Selection Committee meeting for RFP No. 06-01 for a digital voice recording system to rank each proposal received. Based on staff evaluation and satisfactory reference checks, Stancil Solutions Inc. was ranked as the top respondent with the Ten-4 system solution. The proposal total is $14,860.00 for equipment, licensing, installation, training, and maintenance for one year. A draft is being prepared for recommendation of award to Stancil Solution at the April 17th City Council meeting. b. Met with a Home Depot representative and Public Works staff to discuss the possibility of the City utilizing the US Communities contract with Home Depot for MOR supplies. Supplies would be ordered on-line at a discounted rate and delivered to the department the next day. 4. INFORMATION TECHNOLOGY: a. Outlook Web Access (OWA) deployment is pending password restrictions. A new directive is in the preliminary stages. b. Started upgrading to MS Office 2003 for all desktops in the Departments of Planning, Building, Finance and Administration. Public Safety, Public Works and Leisure Services will be upgraded within the next two weeks.
_______________________ Jeffrey A. Price Director of Finance