Finance Department

Initial Budget Presentation to the Mayor and Council

Fiscal Year 2001-2002

MISSION STATEMENT

The primary mission of the Finance Department is to provide financial and technology oversight and direction to help the Town make the best possible use of its assets.

BRIEF SERVICES DESCRIPTION

The key services provided by the department are:

Provide support for the budget process including an accurate and informative budget document.

Oversee Town purchasing and contracts.

Monitor the Town’s fiscal position and provide for appropriate investments and borrowings.

Efficiently provide accurate and informative financial records.

Provide the structure, equipment, software, and support for staff, citizens and other interested parties to use Town information efficiently within a secure environment.

DEPARTMENT REVENUE ESTIMATES

The Finance Department does not directly generate revenues.

DEPARTMENT BASE BUDGET COST ESTIMATES

KEY BASE COST ISSUES

Operations – slight increase (amount over 3% offset by capital decrease)

KEY SERVICES THAT ARE GOING WELL

Budget preparation
Purchasing and contract oversight – Including the development of a Town procurement card program
Cash, investment, and borrowing oversight
Provision of accurate and informative financial records
Improvements to network speed

KEY INFORMATION SYSTEMS COSTS INCLUDED IN BASE BUDGET

Continuing Support ($46,571) – Internet access costs and maintenance contracts for financial software, network equipment, and printers remain steady.
Network Wide Area Data Lines ($22,700) - Wide area network data support costs have increased because of telephone line limitations requiring more expensive data connections. These increases have been largely offset by reduced costs for network equipment maintenance.
Capital Equipment ($29,000) – Planned replacement of four servers.
Network software licensing ($50,000) – Server and desktop software is licensed primarily through State contracts. To accommodate uniform maintenance and upgrades for the 275 Town systems, a portion needs to be purchased each year.
Supplies and Training ($22,100) – Mandatory system and software training supports the Town’s increasingly complex network systems.

KEY SERVICES THAT CAN BE IMPROVED

Timeliness of preparation and review of payroll data and related reports

Implementation of the Technology Plan
Computer support services and training for staff
Network stability through the provision of a replacement program for network infrastructure equipment
Provision of information to staff and citizens via the Town’s web-site

PROPOSED ADDITIONS:

· Additional 7.5 hours for part-time Payroll Clerk position to allow the Finance Department to assume responsibility for payroll related data entry currently assumed by Personnel and to allow more time to ensure the accuracy of payroll and related reporting ($6,000)

To support improvements proposed in the Technology Plan as presented to the Council on February 26. We recommended consideration of the following increases:

Full-time position for Information Technology Support and Training ($54,000)
Funding support for server replacement ($25,000)
Funding support for technology-related contracted services ($28,000)
Funding for geographical information systems improvements ($9,000)
Funding for departmental web publishing software ($15,000)