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City Workplan (Workplan Excel Document)

Finance Department Workplan Updates

1. Evaluating New Financial Software Study (from FY 00): After budget discussions, it was determined to carry funding for FY 00 forward into FY 01 to facilitate the search and selection of a financial system replacement scheduled for FY 02. However, after FY 02 budget meetings were held with department heads, this project was not recommended for funding in the FY 02 CIP. Therefore, it will be removed from the FY 01 workplan effective next quarter.

Department Workplan

Customer Services

2. Credit Cards: Installation of credit card processing equipment and software occurred in December with training of staff in mid January. Full roll out to customers occurred in January and usage continues to increase each week. Because of problems with the software vendor, credit card equipment at the Community Park and at the Annex will be delayed until the Windows 2000 issues are resolved by the software vendor. Citizens were notified of this new service through an article in the Tempo.

3. Utility Billing Direct Withdrawal (from 00): This program to automatically deduct monthly utility payments from customer bank accounts and is now available to the entire community. As of the end of June, over 100 new customers had signed up for this service. Citizens were notified of this new service through an article in the Tempo.

4. Review of Miscellaneous Services and Fee Structures: Many miscellaneous services provided by the City do not have fees associated with them. Likewise, fees charged for some services have not been reviewed for reasonableness of imposition or adequacy of amount in several years. During the fourth quarter, staff will begin this review and a recommendation to Council is expected as part of the final budget adoption process in September.

5. Relocation of Hand Held Meter-Reading Equipment and Re-assignment of Related Processes: Currently hardware and software related to the hand held meter-reading devices is housed at the Keller Road water treatment plant. At times, this becomes extremely inconvenient for the meter reader as well as the billing staff. To streamline operations and to allow respective staff to better focus on core services, the equipment related to the hand held meter-reading devices would be relocated to City Hall in the early fall with training of billing staff and full assumption of related processes/functions by October 1.

6. Utility Coordinator / Limited Re-Organization of the Customer Service Program: When the Utility Billing Technician position was vacated in August 2000 the position and their ultimate desired functions were evaluated. The result was elimination of the Utility Billing Technician position and creation of a Utility Coordinator position. The Utility Coordinator position was filled in late September with training completed in January. Concurrent with this was the reorganization of the workload of the customer service specialists, which was completed in mid March. All training and reallocated workloads was fully implemented by June 1.


7. Creation of Finance Committee and Revision to the City's Investment Policy: In October Council approved an interim revision to the City's current Investment Policy to be in compliance with F.S. 218.415. During the 2000 Legislative Session, Chapter 218.415 was revised to require certain clarifications in the investment policies of local government units effective 10/01/00. The interim revisions brought the City in compliance with the minimum requirements of Chapter 218.415 while allowing additional time to develop more formal investment policies and guidelines. In the next few years the City's financial position will be shifting from one of a developing community to that of a mature community. Additionally, the City will be required to implement GASB Statement #34 no later than fiscal 2003. It will become necessary to redefine some of the City's existing financial/budgeting philosophies to address these changing conditions and the requirements of Statement #34. It is also prudent to have an independent and fresh look at the City's finances on a more routine basis than the annual financial audit. The Finance Advisory Committee will best address all of these needs. It is anticipated the Committee will be composed of five members representing one Council member, three members from the Community and the Finance Director. The Committee will initially meet monthly to develop a recommended Investment Policy meeting all of the requirements of Chapter 218.415 and then quarterly to review the City's financial position and condition and to develop recommended policy direction to Council relating to the provisions of Statement #34. Staff continues to pursue qualified Maitland residents to serve on this committee. To date, only two applications have been received for this committee. At its meeting on July 9, 2001, Council appointed one citizen member and one Council member to this committee.

8. Procurement Cards: During the second quarter staff researched implementing the State of Florida's procurement card system. This system provides a mechanism to streamline routine procurement processes while instituting a higher level of procurement control. Designated employees (as determined by each department director) will be assigned procurement cards (similar in look and use to a credit/debit card) with various purchasing limits programmed in the card itself. Daily, the amount of purchases on all cards will be debited from the City's checking account. Details of the transactions as to amount and account coding will be up-loaded daily to the City's financial accounting system. The time spent processing routine purchase transactions will be greatly reduced from both an operational as well as an accounting perspective. This project will start in early fall. Adoption of new purchasing policies is an integral part of this project.

9. Outsourcing Payroll and Section 125 Plan Administration: This project involved issuing a RFP in October to outsource the City's payroll processing and Section 125 Plan participant accounting. ADP was approved by Council in November to provide on-line payroll processing and human resource data base management using state-of-the art software on the City's hardware. Master file information was converted in February and the first payroll processed the week of February 11th. Implementation was fully complete as of March, 2001. 10. Revision of Periodic Financial Reports: Financial statement users reviewed existing reports in November to determine if more useful financial and operational information could be provided or provided on a timelier basis. Changes to existing reports were reflected with the December reports. Due to the time spent by the Senior Accountant and the Finance Director in completing the annual financial audit and preparing the CAFR, issuance of the quarterly financial statements was delayed until early April. Staff is now back on track for timely issuance of these quasi external reports.

11. Analysis of Comprehensive Insurance Program: Staff reviewed the City's comprehensive insurance program in the third quarter of the fiscal year. Alternatives to traditional risk retention were reviewed and evaluated. Proposals have not been requested since 1991/1992 to provide the City's comprehensive insurance program. RFPs for insurance agent/broker were issued in late June and responses were received July 2, 2001. A staff selection committee is in the process of reviewing the proposals and interviewing proposers. A recommendation to Council is expected at the July 23, 2001 meeting.

12. Annual Financial Audit and Preparation of Annual Financial Statements and State Reports: The CAFR for FY 00 was accepted by Council at its meeting of March 26, 2001 and subsequently forwarded to the Florida Auditor General for statutory review and to the GFOA for its award program. Auditors returned for interim testwork the first week of July.

13. Develop User Accounting Manual and Train Users: A simple, easy to understand accounting manual for lay persons will be developed when the City brings its new financial software on line in Fiscal 2003. Training in account coding, check request processing and purchasing procedures was conducted in two separate sessions in October. Appropriate staff in all departments/programs attended.

14. Review/Analyze Storm Water Operations: A comprehensive analysis of past, present and future storm water operations and funding there of will begin in August. The primary purpose of the analysis is to enhance future storm water planning in order to cost effectively address the City's storm water capital and operating needs in the most financially feasible manner. Alternative funding sources will also be explored.

15. Lake Catherine Special Assessment: Property owners in the Lake Catherine Drive area have agreed to contribute to the cost of certain brick roadway improvements. The three property owners have not been billed due to outstanding issues posed by one of the three property owners. The improvements were completed in January.

16. Cultural Corridor Dumpster Enclosures Code Compliance: This project involves the revision of the dumpster enclosure code and the compliance of that code in the cultural corridor. We have been working with our city attorney in the re-writing of this code and are currently awaiting the revisions for our review.

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