ACCOUNTING ~

• September 2015 Finance Reports…coming soon.

HUMAN RESOURCES ~

Departmental Presentations on Benefits and Workers’ Compensation

• Library – September 17
• IT/SandyNet – September 29
• Planning/Building – September 29
• Continue other departments in October

STATISTICAL INFORMATION ~ 

• Human Resources
  • Represent 86 employees (79 in 2014)
  • 2 new hires – Library On-Call
  • 2 Separations (Seasonal – Streets & Parks)
  • 69 Direct deposits and 17 paper checks
• Accounts Payable
  • 4 weekly check runs totaling $540,288
  • 177 checks

• Incode Financial Software~

• Go Live modules for General Ledger, Payroll and Accounts Payable
• Began Municipal Court cross-referencing

Training ~

• Attended Incode all day webinar training September 8-9 and 14-15

Click here to view all the Fund/Department Financial Reports as of August 31, 2015.

ACCOUNTING ~

• August Finance Reports were posted by September 10th.
• Completed audit fieldwork.  One more follow-up meeting scheduled for September 18th.

STATISTICAL INFORMATION ~ 

• Municipal Court 
  • 40 arraignments
  • 12 % of the charges are Driving While Suspended
• Human Resources
  • Represent 85 employees
  • 3 new hires – Transit, Police and SandyNet
  • 1 retirement and 1 separation
  • 67 Direct deposits and 16 paper checks
• Accounts Payable
  • 4 weekly check runs totaling $540,288
  • 177 checks
• Utility Billing
  • 81 new accounts includes 9 new homes
  • 101 SandyNet customers switched from wireless to fiber monthly charges
  • 42 Shutoffs

Incode Financial Software~

• Implementation Schedule – Continue training and Go Live modules for General Ledger, Payroll and Accounts Payable in September.

Training ~

• Attended Local Government Personnel Institute (LGPI) conference in Salem.  LGPI is a resource for staff regarding labor relations and HR assistance.

Risk Management / Insurance ~ 

• 1 new Worker’s Comp Claim
• Received a Wellness Grant from Citycounty Insurance Services in the amount of $750.

Accounting ~

• July Finance Reports will be posted by August 17th on a newly created Finance Reports webpage.  The new format is similar to the Budget webpage.
• New Fiscal Year Potluck on July 1, 2015 ~ excellent turnout and great food!
• Attended the Oregon Government Finance Officers Association Board Meeting on July 17th

Auditing ~

• Working on closing the books for FY 14-15
• Annual Audit Fieldwork is scheduled for August 24-28

Training ~

• Incode – Continuing with the implementation process.
• 3 days of Instructor Lead Training on Utility Billing, Contacts, and Service Orders.
• Working on completing E-Learning courses for each module.

Risk Management / Insurance ~ 

• All employees have completed the Fraud training and Fraud Hotline has been implemented and posted on our website.  An email will distributed to all employees and informational will be posted on the Employee Intranet.
• NW Brown & Brown agreement has been completed.  Ron Cutter is our primary contact for our Insurance Agent of Record services.
• FY 15-16 insurance renewal process was completed.
• Recorded 1 – Employee incident and 1 – Third Party Incident

Human Resources ~

• Welcome……
  • 3 temporary SandyNet employees to help finish out fiber installations for the fiber-to-the-home project; Ron Yow, Rich Rogers and Peter Light
  • Parks Seasonal Worker, WIllie Blankenship
  • Transit Driver/Custodian, Dena Isbell
• Kaylie Moffat has been interning at City Hall and has done a fantastic job assisting staff with special projects.
• Completed employee survey regarding 2016 benefits
• Beginning July 2015, HR staff will acknowledge employee’s anniversaries each month; name, department and years of service.

Accounting ~

• Click here to connect to the online Finance Reports as of May 31, 2015.
• Met with auditors to discuss preliminary planning for fiscal year ending June 30, 2015.
  • Audit dates:  June 23-25
  • Pre-audit fieldwork and August 24-18 ~ Audit fieldwork

Training ~

• Attend Oregon Government Finance Officers Education Committee – Planning session for Fall Conference.
• Attend Government Finance Officers Association conference.
• Completed IRS webinar on Taxable Fringe Benefits.

Human Resources ~

• Hosted Cinco de Mayo Potluck on May 5th

Accounting ~

• Click here to connect to the online Finance Reports as of April 30, 2015.
• Meeting with our Auditor in May to discuss preliminary planning for fiscal year ending June 30, 2015.
  • Audit dates:  June 23-25 ~ Pre-audit fieldwork and August 24-18 ~ Audit fieldwork
• Met with US Bank representatives to get an overview of banking services that could benefit the city operations.

Budget ~

• Thank you to the Budget Committee for participating in the City’s budget process.
• Supplement Budget for FY 2013-15 is scheduled for the June 1st Council Meeting.

Training ~ Staff attended the following training sessions – PERS, Bureau of Labor and Industries (BOLI) Wage and Hour Laws,  BOLI Leave Laws, Notary, and GFOA’s Advanced Accounting and Government Accounting, Auditing and Financial Review.

Software Implementation ~

Incode staff arrived on May 11th to begin on site implementation of the Financial Suites modules. The implementation will continue through November 2015.

Insurance ~  

• The City received four (4) proposals for Insurance Agent of Record.
  • Brown & Brown Northwest Insurance, WSC Insurance, WHA Insurance and Propel Insurance.
• The Selection Committee met to discuss and review the proposals.  A notice of intent to award was sent to Brown & Brown Northwest Insurance.  Staff will be presenting a staff report at the June 1st meeting.

Budget ~

The budget season is well underway.  Departments have turned in their worksheets with the proposed budget.  The Budget Officer has put them all together and balanced the funds.  The budget document is now available online, under the Finance department webpage and using the link below:

https://sites.google.com/a/ci.sandy.or.us/budget-15-17/

Accounting ~

• Click here to connect to the online Finance Reports as of 3/31/2015.
• Visit the updated Finance Department webpage.
• Improved the bank reconciliation process in order to be more efficient in completing the end of month procedures by the 8th of each month.
• Began preliminary planning for the annual audit for FY ending June 30, 2015.

Software Implementation ~

 Staff has been working on the early stages of the implementation process for Utility Billing, Municipal Court and Financial Suites (General Ledger, Payroll, Accounts Payable, Accounts Receivable, Human Resources) .  Other modules such as Business Licenses, Fixed Assets, Purchase Orders, and Planning and Building are scheduled for later in the year.

Oregon State Treasury~ Local Government News Report
Click here to view the April 2015 News Report.

Insurance ~  

• Request for Proposals for the City’s Insurance Agent of Record are due Friday, April 24, 2015.  A Selection Committee will evaluate the proposals the week of May 4th and make a recommendation to City Council in June 2015.
• Preparing for the annual insurance renewal process.

Financial Reports ~ Click here to view the updated financial reports.

Audit ~ Completed October 10, 2014.   The audited financial presentations for the City of Sandy and Sandy Urban Renewal Agency are scheduled for the December 15th Council Meeting.

Oregon State Treasury~ Local Government News Report
Click here to view the November 2014 News Report.

Software ~ Tyler Technologies software agreement signed and project management meeting scheduled for Friday, November 21st.

Accounting ~

June 30th report will continue to be updated as staff completes the fiscal year end close procedures.

Oregon State Treasury~ Local Government News Report
Click here to view the July 2014 News Report.

Insurance ~  

• Distributed all Certificates of Insurance and  Vehicle insurance cards.
• Attended Citycounty Insurance Sevices Open Enrollment training in Salem.

Election ~ 

• Posted Election News on City Website and Facebook, and packets were available on July 7th
• To date; 5 election packets were distributed to interested citizens.

Software ~
Continuing to move forward with Tyler Technologies software agreement.

Other ~
Attended Sandy Historical Society Board Meeting on July 16th.  Next meeting scheduled for August 20th.

Financial Reports ~ Click here to view the financial reports updated through 06/30/2014.

Investments ~ Approximately $3.7 million invested

• Agency – 68%
• Corporate – 6%
• Municipal Bonds – 16%
• Treasury – 10%

Oregon State Treasury~ Local Government News Report
Click here to view the June 2014 News Report.

Accounting ~  

1)    The City  is committed to continually improving customer service to our citizens.  In response to customer requests, the City is now accepting American Express credit card at both front counters; main city hall and planning.

2) All expense reimbursement requests will be paid via direct deposit.  Our goal is to reduce the number of printed paper checks and refund the employee in a timely manner.

3) All debt service payments are being converted to an auto payment which will reduce our banking fees of $20 per WIRO transaction.

 Audit ~

Interim fieldwork was completed on June 25th.  The auditors were on site testing internal controls, expenditures, and payroll processing.  Staff completed YE confirmations and inquiry letters for June 30, 2014.

The complete audit fieldwork will begin August 25th through August 29th.

Other ~ Staff attended the Sandy Historical Society Board meeting on June 18, 2014.

Insurance ~

The City’s insurance renewal process for FY 14-15 (July 1, 204 – June 30, 2015) was been completed and updated with the assistance our Insurance Agent of Record.  Auto insurance cards have been distributed to departments to put in all city vehicles.

Accounting

Finance started processing Automated Clearing House (ACH) payments to Accounts Payable vendors.  ACH refers to direct deposit payments made by the City of Sandy electronically to the vendor’s bank account.  Advantages of this?  The vendor receives immediate payment, no waiting time for the check to arrive in the mail.

Oregon State Treasury~ Local Government News Report
Click here to view the May 2014 News Report.