BN 2019/21 Adopted Budget

Administrative Services Department

DEPARTMENT OVERVIEW

It is the mission of the Administrative Services Department to provide for and protect the financial health of the City of Ashland. This department is divided into three divisions: Finance, Accounting and Customer Services with oversight of the City’s risk management activities which are budgeted within the Insurance Services Fund.


Administrative Services provide primarily internal services through the Finance and Accounting Divisions, with significant external services provided by the Customer Services Division.


Funding of this department is through internal charges for services rendered to other departments or to the public on behalf of the enterprise funds. Internal charges are offset by the operational revenue allocable to this department.

Goals:

  • Continue to improve communication with the City’s financial records
  • Continue to improve operating efficiency through technological advancements and implementation of already purchased software
  • Work to enhance the publics ability to access and pay utility bills online

Accomplishments:

  • Developed an entirely new budget process
  • Implemented OpenGov to improve financial transparency, communication, and collaboration in the budget process
  • Implemented a new Utility Billing System
  • Re-organized staff to place an emphasis on Transient Occupancy Tax and Food and Beverage
  • Continued implementation of Accounting software
  • Transferred the City from self-funded health insurance to CIS, avoiding over $1.5 million in healthcare cost
  • Developed a legally recognized cost allocation plan for Central Services

Performance Measures:

Administration Division

The Finance Division manages the department-wide and city-wide financial activities. This division provides services and oversight of financial management and reporting, budget preparation, rate modeling and cost allocation systems, purchasing, tax collections, debt management, risk management and various other services.

Customer Services Division (Utility Billing)

This division’s primary responsibility is to provide day-to-day customer service, billing and information support to the public for electric, water, wastewater, storm drain, transportation, and utility fees, and to monitor taxes and other regulated activities. While other departments provide and document use of services, Customer Services does the billing and processing of payments for these services based upon those metrics; the money collected funds the services provided. Over 13,000 bills are prepared each month with most of them including charges for multiple systems including electricity, water, wastewater, telecommunications, transportation and storm water services; these services generate over $36 million in receipts each year. Approximately 49% of all payments received are done through automated processing (online web payments or automated bank account transfers).

Several Customer Service employees manage the various taxes collected through the utility bills and other specific billing systems. This division is responsible for business licenses, tobacco licensing, transient occupancy taxes (hotel/motel), food & beverage taxes, and the electric user tax. Over $9.6 million in these governmental revenues are processed each year.


Customer Service employees also play a key role coordinating with the Parks’ Senior Program (and other local service organizations) to manage the senior and disabled discount program and the Electric Fund low income energy assistance program. In the prior fiscal year, 463 customers were assisted with either an ongoing commitment due to age or disability or short-term support to pay winter heating bills. Approximately $145,000 is distributed to assist with paying utility bills in these programs.


Accounting Division

The Accounting Division manages and performs accounting activities necessary for the biennium budget, audits, accounts payable, accounts receivable, payroll, monthly reports, internal controls and annual financial reports. Parks and Recreation accounting functions are included in this division. Accounting manages the annual audit contract and process and takes a lead role in creating both the City and Park’s Comprehensive Annual Financial Reports. Both documents are long-term national award winners. The division assists other administrative services divisions and departments in their accounting procedures, costing, rate modeling, fixed asset management, training, and use of the new financial software – Munis. Stewardship of city funds is the primary focus.

Risk Management Division

The Risk Management program is responsible for handling all property and liability claims involving the City. This includes claims made against the City as well as subrogation claims against those individuals that damage city property. Claims are analyzed by cost, type, number, and department/division.


This program is also responsible for administering the City’s insurance program making sure adequate insurance coverage is in place for general liability, auto liability, auto physical damage, property, earthquake, flood, crime, and cyber liability. Risk Management works closely with Brown and Brown, the City’s Agent of Record, along with City County Insurance Services (CIS), the City’s insurance pool, on both the claims handled through CIS and on insurance coverage for the City’s properties, vehicles and mobile equipment. Subrogation claims do not go through CIS; they are handled entirely by the City’s Risk Management Contractor. This program also assists in obtaining insurance coverage through other companies for excess workers compensation, airport insurance, flood insurance, and other insurances as needed.


The Risk Management Program also plays a role in the City-wide Safety Committee, including facility inspections.