City of Franklin, New Hampshire Financial Consolidation Recommendation.
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Transcript of City of Franklin, New Hampshire Financial Consolidation Recommendation.
City of Franklin, New HampshireFinancial Consolidation Recommendation
Background In 2012, Members of the Council and of
the School Board asked both Business Administrator O’Neill and Finance Director Milner to look into the feasibility of financial services consolidation
In 2015, SAU Withdrawal Committee asked what savings might be from financial services consolidation
Expected Benefits Effective use of talent Efficiency Accountability Transparency Support Cohesion Consistency
Expected Results Timely Reporting
Tax rate Borrowing Grants
Cross trained staff Same accounting rules Room for professional growth
Expected Results, cont One point of accountability City Wide
Growth in Service (utilizing the talent we currently have) Consistent, reliable services City Wide Services not currently provided (but
should be) Both Municipal & School District
Process to date Brainstorm (Mike O’Neill & Judie Milner) Reassess (Amanda Bergquist & Judie
Milner) Current staff duties Evaluated overlap/redundancies Evaluated internal controls Combined into proposed new positions Budget
Current Configuration Municipal Finance Department
Finance Director
Accountant
Finance Assistant
Current Configuration SAU
Superintendent
Grants Mgr
Business Administrator
Payroll
Accounts Payable
Secretary
Secretary
IT Director
Secretary
Proposed City Wide Financial Services Org Chart
Finance Director
Grant Administrator Accounting Manager
Accountant
Accounts Payable
Coordinator
HR Generalist
Payroll Coordinat
or
Proposed SAU Operation Chart (Assumes Withdrawal from SAU18)
Superintendent
IT Administrator Secretary Secretary
Proposed Hill Solution (assumes Franklin Withdrawal from SAU18)
Superintendent (Combined with Principal)
Bookkeeper (secretary from SAU)
Contracted BA (MRI-15 days per year)
Proposed SAU Operation Chart (assumes Franklin does not withdraw from SAU18)
Superintendent
IT Administra
tor
Bookkeeper/
Secretary
Secretary
Secretary
General Duties Finance Director – directly supervised by City
Manager and Superintendent Supervises department, EE performance reviews Accounting System Admin Budget Internal controls, policies/procedures DOE/DRA reporting, tax rate setting Payroll & Financial Statement Audit Oversee food service, school bldg & grounds,
transportation
General Duties Accounting Manager-directly supervised by
Finance Director Day to day supervision of payroll, accounts
payable, accounts receivable functions Financial statement preparation Cash Recon Trustee of Trust Funds coordinator GL warrants Audit accounts payable Reconcile City Clerk/Tax Collector
General Duties Grants Administrator-directly supervised
by the Finance Director Seek/apply for grants City Wide Single Audit Liaison Administer all grants
School districts SAU Municipal Contingent grant line
General Duties HR Administrator-directly supervised by
Accounting Manager & Finance Director All EE benefits FMLA & Leaves PR issues Payroll to general ledger reconciliation Payroll liability reconciliation W-2, 941, NHRS reconciliations Payroll exceptions, union contract
implementation
General Duties Payroll Coordinator-directly supervised by
Accounting Manager & Finance Director Payroll input and processing Payroll vendor bill processing & recon Benefits support New Hire packets Risk Management central coordinator NHRS reporting Unemployment reporting
General Duties Accountant-directly supervised by
Accounting Manager & Finance Director General ledger account reconciliations Inter fund transfers Budget review Capital Assets Centralized contract management RFP/Bid manager Approve Purchase Orders Cash Receipts
General Duties Accounts Payable Coordinator-directly
supervised by Accounting Manager & Finance Director Accounts payable input and processing Purchase order processing and recon Inventory Account Receivable Billing Central City Wide credit card coordinator Assist in grant reporting
Employee Logistics Finance Director supervised by City Manager
and Superintendent Staff directly supervised by Finance Director –
All City employees pay & benefits Central location – City Hall – employees work
closely together and cross trained Utilize one accounting system – efficiency
allows for additional services No proposed reduction in number of positions;
most employees will see an increase in pay
Project Scheduleo Minimum of 6 month lead time to live
date needed for successful implementation
o Will incur some one time costs, specifically software purchase and/or conversion
o See attached complete project schedule
o Continued positive support from all appreciated
Preliminary Budget SavingsItem SAU Withdrawal No SAU
Withdraw
Wages & Benefits 14,000 14,000
Software Support 5,000 5,000
Audit Services 22,500 15,000
Treasurer 1,905 1,905
Hill Bookkeeper 54,000 0
Legal Services 14,000 0
Interest on Note 1,500 1,500
Preliminary Totals
112,905 37,405
Budget Savings, continued Smaller savings will likely occur in
Rental Repair/maintenance Postage Books Dues Etc Need more information to split SAU
budget for these items
Questions?