SR-200-000 (4)
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Santa Monica, califo~, October 16, 1980
lIlt
2t:?O-OOO
OCT 2 8 1980
To:
Mayor and City Council
From: City Staff
&-6-
Subject: F1nance Department Staffing and Organ1zation
MOV 1 1 1980
Introduction
The purpose of this report is to request approval of staff1ng and organizational
changes w1th1n the F1nance Department. These changes are necessary 1n order to
accommodate the processing of parklng cltations which were previously processed
by the courts, and to strengthen the department1s accounting function.
Background
For the fiscal year ended June 30, 1979, the City received $1,057,000 in revenue
from parking violations. For the year ended June 30, 1980, the City received
$1,135,000. The City's current year budget includes est1mated revenue from
parking fines of $1,100,000. The City currently 1ssues approximately 240,000
parking citations annually.
On September 30,1980, the Governor signed Assembly Bill no. 2392. ThlS Bill,
Wh1Ch is intended to c1ar1fy eXlsting law, provldes that a court may elect to
dlscontinue the processing of park1ng vlolat10ns. A.B. 2392, also, provldes
that if a court elects to discontinue the processing of parklng vlolations, the
local agency which assumes the processing may retain the admin1strative fees
which previously went to the court.
be,.
NO'J 1 1 1980
In accordance with the 1egislatlon discussed above, the Santa Monica Munlclpal
Court has indlcated ltS deSlre to transfer the processing of parking violatlons
to the Clty at the earliest posslble date. Currently, the Court retains 11% of
all parking vlolatlon revenue. For the flsca1 year 1979-80, this amounted to
//~
'OCT? B 19mr
To:
Mayor and City~nCil
- 2 -
oct~ 16. 1980
$140,000. TIll s money wi 11 be reta 1 ned by the Ci ty when the Ci ty begi ns
processlng parking violations. The City Council approprlated $150,000 in
the Cityls budget In antlcipation of this transfer.
Discussion
Based on a review of other citles staffing, it lS estimated that the process-
lng of parking violatlons for the City of Santa Monica wlll require six employees.
Because these six employees will be deallng with the public and will be handling
money. it is of primary importance that they be properly supervised. The
organlzation and stafflng of the Finance Department have been reviewed and it
is felt that certain changes are necessary to ensure that the new unlt receives
the supervision it requlres. The reVlew of the Department's organization and
stafflng also indicated a need to strengthen the Department's accountlng
functions.
The Departmentls current orgal11zatlOn and staffing ;s shown in "Attachment A".
The Department1s proposed organizatlon and stafflng is shown in "Attachment BII.
The proposed stafflng changes are summarized in "Attachment CII. With the
exception of the Asslstant Dlrector of Flnance/City Treasurer, all positions
proposed to be deleted are currently vacant. It is anticipated the current
Asslstant Director of Flnance/City Treasurer will fl1l the proposed Revenue
Manager/City Treasurer positlon.
Three positlons in the proposed organization are new positions: Revenue Manager/
City Treasurer, Accounting Manager, and Parking Revenue Supervlsor. Position
speciflcatlons for new positions requlre approval by the Personnel Board. After
approval by the Personnel Board, staff would return to Councll for the purpose
of setting salary ranges. It is anticipated that the Data Processing Manager
positlon would be reviewed as part of this process.
To:
Mayor and CitY~UnCil
- 3 -
.
October 16~ 1980
Under the proposed organizational structure~ all revenue related activitles
will be consolidated under the dlrection of the Revenue Manager/City Treasurer.
These activlties wlll lnclude cashiering~ lnvestments~ tax compliance, revenue
budgeting~ and parking citation processing. In the Accounting Division~ lines
of authority and responsibillty are clarlfied~ and staffing is upgraded.
Fi sca 1 Impact
It is expected that the proposed changes to the Accounting Division will net
to zero. No new appropriations are required. The cost of the proposed change
in the Revenue Division is expected to be less than the administrative fees
that were previously retained by the Courts. No new appropriations are required.
If the City chooses not to assume the responsibility for processing parking
violations~ the $l,lOO~OOO in revenue the City currently recelves~ could be
substantlally reduced. Also~ the City's abllity to enforce parking regulatlons
would be lmpaired.
Recoll1llendation
1) Approve organlzational changes to the Finance Department.
2) Amend the City's fiscal year 1980-81 budget to reflect the staffing changes
indicated in IlAttachment CIl.
Prepared by: Nick Rives
Attachments
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PROPOSED FINANCE DEPARTMENT
STAFFING CHANGES
REVENUE MANAGEMENT
ACCOUNTING
Delete
Add
1 Assistant Dlrector of Finance/City Treasurer
1 Revenue Manager/City Treasurer
1 Parking Revenue Supervisor
2 Account Clerk II
3 Account Clerk I
101580
Delete
1 Accounting Supervisor
1 Staff Accountant
1 Account Clerk I
Add
1 Accountlng Manager
1 Senlor Accountant
Attachment C