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07/25/2023 06. Finance Department Budget Presentation
1 fiC44111,114`' 5l 711 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 6. For Meeting of: July 25, 2023 ITEM TITLE: Finance Department Budget Presentation SUBMITTED BY: Jennifer Ferrer-Santa Ines, Director of Finance & Budget *Kimberly Domine, Financial Services Manager *Kristine White, Purchasing Manager SUMMARY EXPLANATION: Finance Department will present potential 10% budget reductions. ITEM BUDGETED: No STRATEGIC PRIORITY: Public Trust and Accountability APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: ATTACHMENTS: Description Upload Date Type D Finance Presentation 7/21/2023 Presentation d Purchasing Presentation 7/17/2023 Presentation • e '8h+tnttli i Services D . posal Pro Financial ction t Redu Budge Jennifer Ferrer-Santa Ines Director of Finance & Budget Kimberly Domine Financial Services Manager Finance Department Director of Finance and Budget Finance Department Administrative Assistant Analyst Financial Services Purchasing Utility Customer Manager Manager Services Manager *Non General Fund 2 The City Manager's Direction • As a start, all General Fund departments must identify significant reductions to reach a goal of $7 million — avg. 10% reduction per department. • Some cuts will be immediate, while others will be phased in over time. • The City Manager does not support reducing salaries or mandating furloughs. • Reductions of this size will clearly impact the services the City currently provides, eliminating the entire service. Financial Services Division • Maintains Citywide long-term fiscal strength and sustainability, and delivers reporting that is clear, trustworthy, and reliable. • Responsible for payroll and accounts payable. • Manages capital assets and debt. • Manages the City's investment portfolio. • Budget & Financial Policies. • Management of State & Federal Grants. • Provides organizational support. • Financial reporting & audits. 4 Financial Services Functions Chart Finance Accounts Accounts Payroll Administration Capital Cash J Grants Financial Budget Payable Receivable Management Management Reporting Issue Vendor ......... Billings Pay Employee Capital Daily Draws ACFR Development Payments Employees Evaluations Assets Reconciliation Set up New Collections Issue r Department Debt Investments Reporting Pension Monitoring Vendors Support Balance Quarterly Bank Statement Debarment Vendor Bad Debt Reportsy Policies Leases Reconciliation flver �te Audit Amendments Statements P-Cards Issue 1099's Mail Run 0 V `: Financial Services Organizational Chart ................................................................................................................................................................................................................................................................................................................................................................................................................... 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.................................................................................................................................................................................................................................................................................................................................................................................................................... • Director of Budgeting & Finance • Payroll Administrator • Administrative Assistant • Accountant II (2) • Financial Services Manager • Accountant I (2) • Financial Services Officers (2) • Financial Services Technician • Finance Department Analyst • Financial Services Specialist (3) Task : 10% Reduction in General Fund Budget Total General Fund Budget 2023 10% of 2023 Budget Cuts $2,092,309.59 $209,230.96 Proposed Reduction► Item Estimated Savings Salary Reductions $158,176.86 Operating Expense Reductions $18,896.43 Total: $177,073.29 (8.5%) 7 y { Reductions Proposed Reduction Projected Savings • Eliminate Financial Services $106,695.47 Technician Position • Distribution Adjustment-Director's $ 29,099.39 & Assistants Salary • Eliminate Salaries Temporary $ 20,382.00 • Eliminate Overtime $ 2,000.00 • Reduce Fiduciary Services $ 17,000.00 • Reduce Miscellaneous $ 1,896.43 $177,073.29 Impact On Financial Services Division • Response time and customer service levels will drop. • Bi-monthly vendor payments versus weekly • Reduced staffing will require deadline adjustments. 9 � � z / y §#} /¥� } ��\ \ « ;V4N Y lii 4 4 Purchasing Division Budget Presentation 2023 By: Kristine White, Purchasing Division Manager Date: August 2023 PURCHASING DIVISION Mission: Applies expert knowledge of regulatory requirements to develop, implement and monitor strategic processes to source goods and services to support City operations at the best value in a fair, open, and compliant manner. . . it mom 1111 ......... .......... Years *disk Ven.orsnnes! ards Interlace! uralus .rivate ester Mn f ors. ri r. dials Provide guidance, training and oversight to Vendors, Contractors and City Personnel involved in the purchasing process. 2 PURCHASING DIVISION ORGANIZATION CHART .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. ............................................................................................................... .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. ............................................................................................................... .............................................................................................................. .............................................................................................................. .............................................................................................................. .............................................................................................................. ........................................................................................................................................D.......................................................................................................................................................................... : ................................................................................................................................................................................................................................................................................................. Buyer............:............................................................................................................................................................................................................................................................................................................................................................................................................................................ ..................................................................................................................................................................................................................................a.............................. .......................................................................................................................................................................................... ivision Buyer sIng Manager Asstatant • Facilities and • Public Safety • Airport • Purchasing Equipment • Parks and • Public Safety Compliance • Financial Recreation • Transit • Insurance Services I • P-Cards Banking • Capital Asset • Information Closeout, Technology Surplus, • Planning Auctions Division TASK: 10% reduction in general fund budget ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Total General Fund Budget 2024 ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 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........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 10% ::2 : : udget 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........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ $ 500,802 $ 50,080 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Proixm ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... 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....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... e.,: Reduction itemEstimated Savings T.....t:. Eliminate .5 Purchasing $ 33,394 6.7 Assistant Role Total: $ 33,394 6.7% IMPACT ON PURCHASING DIVISION • Increased backlog, bid processing, negotiation (planning, execution, increase expenses) and transactional timeliness. • Move administrative tasks to senior personnel. • P-Card Set-up, Admin and Training • Vendor set-up • Auctions 4 uS4 �P''. y ri, kk#, ' 1�'W e$�i\x`