AUDIT

• Working on scheduling FY 17-18, the tentative dates are as follows:
  • Pre-audit fieldwork – June 18-21, 2018
  • Audit fieldwork – August 27-31 and Single Audit September 5-7, 2018 (if needed)

INVESTMENT 

Per the City’s Investment Policy, the Investment Officer will provide periodic reports to City Council showing the make-up of the investment portfolio and as well as the monthly interest rate of the Local Government Investment  Pool (LGIP)

• The City has investments with OFI Global.  Click to view a summarized report for the 2nd Quarter Report – 12-31-17
• Monthly distribution yield for January 2018 – LGIP ~ 1.7387% and OFI Global 1.32%

DEPARTMENTAL

• Accepted to Northwest Women’s Leadership Academy
• Attended Sandy Historical Society BOD meeting – January 10th
• Attended GAAP webinar
• Attended OGFOA BOD Meeting – January 22th
• Attended Budget Training – January 25th

CITY RECORDER

• Municipal Code has been update to current and a new website page has been created.
• City Charter has been reformatted and a new website page has been created.
• Notary Policy has been approved and implemented.
• Records Request Policy has been approved and implemented.

STATISTICAL INFORMATION 

Accounts Payable

• Payment Total – $ 1,272,709.84
• Checks issued  115
• Bank Draft – 88
• EFT/ACH Payments 26
• Voids – 3

Municipal Court ~

• Closed – 42, Dismissed – 8, Suspended – 62, Pending Collections – 28and Payment Plans – 10

Utility Billing ~

• Mailed Invoices – 3.,837
• Amount billed – $ 382,655.56
• Credit Card Draft – 49
• ACH Auto Draft – 237
• Active accounts – 4,184
• New accounts – 69

Human Resources ~

•  Payroll
  • 81 Employees
  • Representing 81 employees, 1 new hire – Associate Planner
  • 0 Separations and New Hires
  • 84 Direct deposits and 7 paper checks
  • 2 Open positions – Senior Services Manager and Building Monitor

FINANCIAL REPORTING

• Click here for the Interactive Financial Reports with OpenGov.  FY 17-18 actual financial information (revenue & expenses) are automatically uploaded daily.

INVESTMENT 

Per the City’s Investment Policy, the Investment Officer will provide periodic reports to City Council showing the make-up of the investment portfolio and as well as the monthly interest rate of the Local Government Investment  Pool (LGIP)

• The City has investments with OFI Global.  Click to view a summarized report for the 1st Quarter Report – 9-30-17 and 2nd Quarter Report – 12-31-17 (waiting
• Monthly distribution yield for Decemer 2017 – LGIP ~ 1.62% and OFI Global 1.32%

AUDIT

• Reviewing auditor recommendations and will meet with departments to discuss.

DEPARTMENTAL

• Preparing year-end documents; W-2s, 1095C, and 1099s.
• Attended OGFOA Education Committee Meeting 12/11/17
• Attended OGFOA Conference Committee Meeting 12/17/17
• Assisted with hiring on the Job training intern for the IT/SandyNet Department

CITY RECORDER

• Continuing to view other agenda & minutes software to compare with current system; costs, maintenance fees, and to options to increase operational efficiency.

STATISTICAL INFORMATION ~ 

Accounts Payable

• Payment Total – $ 1,277,689.52
• Checks issued  149
• Bank Draft – 66
• EFT/ACH Payments 28
• Voids – 5

Municipal Court

• Closed – 22, Dismissed – 4, Fail to Appear – 2, Suspended – 15, Pending Suspensions (failed payment arrangements) – 62 and Payment Plans – 13

Utility Billing

• Active 4,170, Disconnects – 53, and new accounts 66
• Amount billed – $389,250.90
• Credit Card Draft – 33
• ACH Auto Draft – 237

Human Resources ~

•  Payroll
  • Representing 81 employees, 1 new hire – Associate Planner
  • 1 Separation – Police Records Clerk
  • 81 Direct deposits and 10 paper checks
  • 1 open position – Senior Services Manager

FINANCIAL REPORTING

• Click here for the Interactive Financial Reports with OpenGov.  Report is automatically uploaded daily.
• Work In Progress – Revamping Landing Page, FAQ, and Top Views in titles.

INVESTMENT 

Per the City’s Investment Policy, the Investment Officer will provide periodic reports to City Council showing the make-up of the investment portfolio and as well as the monthly interest rate of the Local Government Investment  Pool (LGIP)

• The City has investments with OFI Global.  Click to view a summarized report for the 1st Quarter Report – 9-30-17
• Monthly distribution yield for November 2017 – LGIP ~ 1.55% and OFI Global 1.29%

AUDIT

• CAFR and URA financial statements were presented and accepted by the City Council on November 6th
• Submitted reports to debtors, state, federal and other agencies.

CITY RECORDER

• Created a contact worksheet for City Council, boards and commissions and managing the information.
• Centralizing the records request process; form, policy & procedures and tracking all requests.
• Reviewing ordinance and resolution formatting
• Viewed other agenda & minutes software to compare with current system; costs, maintenance fees, and to options to increase operational efficiency.

INSURANCE/RISK MANAGEMENT

• Finished Open Enrollment for 2018 benefits
• Installed standing desks ~ They offer many benefits for your health and ergonomics!
• Attended Bureau of Labor & Industries annual conference in Salem – November 6-7.

STATISTICAL INFORMATION ~ 

Accounts Payable

• Payment Total – $ 1,151,629.05
• Checks issued  164
• Bank Draft – 39
• EFT/ACH Payments 37
• Voids – 4

Municipal Court

• Closed – 30, Dismissed – 1, Fail to Appear – 13, Suspended – 17, and Payment Plans – 13

Utility Billing

• Active 4,178, Disconnects – 45, and new accounts 65

Human Resources ~

•  Payroll
  • Representing 81 employees, 0 new hire
  • 2 Separation – Seasonal Worker, PT Building Inspector)
  • 79 Direct deposits and 11 paper checks
  • 2 open positions – Associate Planner and Police Records Clerk

ACCOUNTING

• Click here for the Interactive Financial Reports with OpenGov.  Report is uploaded daily.  Working developer to upload FY 17-19 Budget to actual numbers.
• Attended Clackamas County Services and Coordination Fair – 8/3/17.
• Staff volunteered at the Sandy Bluff Park during the eclipse event 8/21/17
• Meet with US Bank to discuss UT Bill Payment capture 8/29/17

AUDIT

• Completed annual audit scheduled for August 28 – September 1
• CAFR and URA financial statements are scheduled to be presented to City Council on November 6th.

CITY RECORDER

• Working on organizing the Archiving Room and updating Record Retention system for staff.
• Working with IT Director on laserfiche system to reorganize and develop a more systematic filing system.

INSURANCE/RISK MANAGEMENT

• Attended the Local Government Personal Institute conference in Salem 8/10/17.

BUDGET 

• Adopted the FY 17-19 Budgets for City and Urban Renewal Agency – June 5th.
• Adopted Supplemental Budget Adjustments to FY 15-17 – June 13th.

STATISTICAL INFORMATION ~ 

Accounts Payable 

• City
  • Payment Total – $ 1,484,171.24
  • Checks issued  180
  • Bank Draft – 77
  • EFT/ACH Payments 42
  • Voids – 3

Municipal Court

• Total Violations: 202
  • Closed – 71, Collections – 82, Dismissed – 5, Fail to Appear – 14, Pending Suspension – 8, Suspended – 200, and Payment Plans – 22
• New collection agency – Professional Credit – making the transition of collection accounts from previous vendor.

Utility Billing

• Active 4,127, Disconnects – 70, and new accounts 85

Human Resources ~

•  Payroll
  • Representing 80 employees, 2 new hire – PW Utility Works and Transit Assistant
  • 1 Separation – System Developer
  • 77 Direct deposits and 11 paper checks
  • 1 open positions – System Administrator

ACCOUNTING 

•  June Bank Reconciliation was completed by July 10th & meet Departmental Goal.
• Click here for the Interactive Financial Reports with OpenGov.  Report is uploaded daily.

AUDIT

• Interim Fieldwork – June 19-22, 2017
• Annual audit scheduled for August 28 – September 1
• Completed audit confirmations to staff, financial institutions and city council.

CITY RECORDER

• Administrative Assistant registered to attend the Oregon Association of Municipal Recorders fall conference.

INSURANCE/RISK MANAGEMENT

• Renew insurance premium for July 1, 2017 – June 30, 2018 – Brown & Brown Insurance and National (Transit)

BUDGET 

• Adopted the FY 17-19 Budgets for City and Urban Renewal Agency – June 5th.
• Adopted Supplemental Budget Adjustments to FY 15-17 – June 13th.

STATISTICAL INFORMATION ~ 

Accounts Payable 

• City
  • Payment Total – $ 1,050,570
  • Checks issued  168
  • Bank Draft – 41
  • EFT/ACH Payments 31
  • Voids – 4
• Senior Center
  • Payment Total – $ 1,075
  • Checks issued – 9

Municipal Court

• Total Violations: 339
  • Closed – 39, Collections – 42, Dismissed – 4, Fail to Appear – 1, Pending – 2, Pending Collections – 8, Pending Suspension – 22, Suspended – 200, and Payment Plans – 21

Utility Billing

• Active 4,117, New Accounts – 46, Disconnects – 36, and mailed 3,886 pieces

Human Resources ~

•  Payroll
  • Representing 79 employees, 1 new hire – Seasonal Parks, 1- Separation – Network Administrator
  • 75 Direct deposits and 1 paper checks
  • 3 open positions – Seasonal Streets, Utility Worker and Transit Admin. Assistant.

ACCOUNTING ~

• Financial Reports:
  •  April will be closed by May 11th.
  • Click here for the Interactive Financial Reports with OpenGov
  • Appointed to Pacific Northwest – Women in Public Finance Board of Directors
  • Attend Oregon Government Finance Officers Association BOD meeting – April 28th

CITY RECORDER

• Administrative Assistant registered as a member of the Oregon Association of Municipal Recorders

BUDGET ~ FY 17-19

• Completed Budget Orientation meeting – April 18th
• Completed Budget Committee Meetings – April 25th and 26th for City and URA
• Budget Committee approved Proposed City Manager Budget FY 17-19
• Budget Hearing is scheduled for June 5, 2017

STATISTICAL INFORMATION ~ 

Accounts Payable 

• City
  • Payment Total – $ 1,097,047
  • Checks issued  148
  • Bank Draft – 32
  • EFT/ACH Payments 21
  • Voids – 3
• Senior Center
  • Payment Total – $ 2,197.34
  • Checks issued – 14

Municipal Court

• Total Violations: 97
  • Closed – 37, Dismissed – 2, Fail to Appear – 17, Pending – 4, Suspended – 0, U-TurnPending -0 , Payment Plans – 34 and Trials – 3

Utility Billing

• Active 4,117, New Accounts – 46, Disconnects – 36, and mailed 3,886 pieces

Human Resources ~

•  Payroll
  • Representing 80 employees, 1 hire – Associate Planner,  and 0 – Separation
  • 74 Direct deposits and 11 paper checks

Incode Financial Software~

• Purchasing – Pending

ACCOUNTING ~

• Financial Reports:
  • February Closed – March 15, 2016
  • Click here for the Interactive Financial Reports with OpenGov
  • Attended Citycounty Insurance Service Conference – 2/23/17
    • Preliminary “Not to Exceed Rates” are as follows:
      • Regence – 5%
      • Kaiser Permanente – 5.5%
      • ODS – 4.5%
      • Williamette Dental – 1.5%
      • VSP – 5.5%
      • Long Term Disability – 0%

BUDGET ~ FY 17-19

• Completed Personnel Worksheet for FY 17-19
• Distributed Department/Fund Budget Worksheets
• Completed Budget FY 17-19 Calendar

STATISTICAL INFORMATION ~ 

Accounts Payable 

• City
  • Payment Total – $771,039.54
  • Checks issued  153
  • Bank Draft – 49
  • EFT/ACH Payments 19
• Senior Center
  • Payment Total – $ 4,214.90
  • Checks issued – 34

Municipal Court

• Total Violations: 112
  • Closed – 32, Dismissed – 3, Fail to Appear – 19, Pending – 4, Suspended – 14, U-Turn Classes Pending -2 , Payment Plans -37 and Trials – 1

Utility Billing

• New Accounts – 56, Disconnects and active 4,080

Human Resources ~

•  Payroll
  • Representing 80 employees, 0 hires, 1 Separation – Community Services Director
  • 77 Direct deposits and 10 paper checks

Incode Financial Software~

• Position Budgeting – Pending
• Purchasing – Pending
• Utility Billing and Court Notification – Pending

ACCOUNTING ~

• Financial Reports:
  • January Closed – February 16, 2016
  • Click here for the Interactive Financial Reports with OpenGov
  • Financing for URA – on going – Closing target date – March 3, 2017
  • Attended Oregon Government Finance Officers BOD Meeting – January19th

PENDING PROJECTS ~

• Credit Card Policy
• Utility Billing Policies – Payment Arrangment and Leak Adjustment
• Expenditure Definitions
• Court Citiation Export
• Investment RFP
• Purchasing Policy

BUDGET ~ FY 17-19

• Completed Personnel Worksheet for FY 17-19
• Distributed Department/Fund Budget Worksheets
• Completed Budget FY 17-19 Calendar

STATISTICAL INFORMATION ~ 

Accounts Payable 

• City
  • Payment Total – $784,239.07
  • Checks issued  121
  • Bank Draft – 71
  • EFT/ACH Payments 16
• Senior Center
  • Payment Total – $2,012.45
  • Checks issued – 17

Municipal Court

• Total Violations: 96
  • Closed – 50, Dismissed – 3, Fail to Appear – 8, Pending – 1, Payment Plans -22 and Trials – 1

Utility Billing

• New Accounts – 56, Disconnects – 46, and Active – 4,080

Human Resources ~

•  Payroll
  • Began recruitment for Community Services Director
  • Representing 81 employees, 0 hires, 1 Separation – CIty Manager
  • 76 Direct deposits and 11 paper checks

Incode Financial Software~

• Position Budgeting – Pending
• Purchasing – Pending
• Utility Billing and Court Notification – Pending

ACCOUNTING ~

• Financial Reports:
  • Completed December Month End Close on December 11, 2016 – No adjustments.
  • Click here for the Interactive Financial Reports with OpenGov
• Attended Net Assets Conference  – Received updates on the City’s Online Lien Search provider (Conduits). This is a fee based service that subscribers such as title companies, escrow agents and real estate professionals utilize in performing searches as part of real estate transactions.
• Benefits Committee Meeting to review  and discuss proposed personnel handbook changes

BUDGET ~

• Drafted Personnel Worksheet FY17-19
• Drafted General Fund Revenue Projections FY 17-16

STATISTICAL INFORMATION ~ 

Accounts Payable 

• City
  • Payment Total – $893,441.91
  • Checks issued  173
  • Bank Draft – 54
  • EFT/ACH Payments 18
• Senior Center
  • Payment Total – $8,189.20
  • Checks issued – 24

Municipal Court

• Total Violations: 87
  • Closed – 44, Dismissed – 4, Fail to Appear – 7, Pending – 2, Payment Plans -26 and Trials – 2

Utility Billing

• New Accounts – 54, Disconnects – 49, and Active – 4,097

Human Resources ~

•  Payroll
  • Representing 81 employees, 0 hires, 0 Separations
  • 76 Direct deposits and 11 paper checks

Incode Financial Software~

• Purchasing – Pending
• Utility Billing and Court Notification – Pending

ACCOUNTING ~

• Financial Reports:
  • Completed November Month End Close on December 9, 2016 – No adjustments.
  • Click here to view City Financial reports with Google Docs
  • Click here for the Interactive Financial Reports with OpenGov
• Working on department web pages
  • Creating – Utility Billing and HR – Employment
  • Updating – Court, City Recorder, Election and Finance

FRONT COUNTER ~

• Implementing new security monitoring system at the front counter areas
• Updated city hall signs

STATISTICAL INFORMATION ~ 

Accounts Payable 

• City
  • Payment Total – $776,281.36
  • Checks issued  209
  • Bank Draft – 62
  • EFT/ACH Payments 35
• Senior Center
  • Payment Total – $11,998.54
  • Checks issued – 43

Municipal Court

• Total Violations: 146
  • Closed – 49, Collections – 41, Dismissed – 5, Fail to Appear – 15, Pending – 5, Payment Plans -29 and Trials – 2

Utility Billing

• New Accounts – 73, Disconnects – 61, and Active – 4,077

Human Resources ~

• Continual working updating Personnel Handbook to review with Benefits Committee
•  Payroll
  • Representing 81 employees, 0 hires, 0 Separations
  • 76 Direct deposits and 12 paper checks

Incode Financial Software~

• Moblie Service Orders – Pending
• Accounts Receivable – Live
• Purchasing – Pending
• Utility Billing and Court Noticfication – Pending