Chapter 2.105
FINANCE DEPARTMENT
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Sections:
2.105.010 Organization generally – Director of Finance.
2.105.020 Accounting services division.
2.105.030 Municipal services division.
2.105.040 Administrative services division.
2.105.050 Computer services division.
2.105.060 Financial management division.
2.105.010 Organization generally – Director of Finance.
The Finance Department shall be under the direct supervision of a Director of Finance, who shall be in the unclassified service. The Finance Department shall be organized into the divisions as provided in this chapter.
The Assistant Director of Finance, who shall be in the unclassified service, shall assist the Director of Finance and shall act in the capacity of Director of Finance in his/her absence. Additionally, the Assistant Director of Finance may be assigned the responsibility to oversee the operation of one or more of the divisions or may be assigned to directly supervise one of the divisions. (Ord. 1119; Ord. 1515 § 1, 11-27-84. Formerly § 2-72.1).
2.105.020 Accounting services division.
The accounting services division shall be under the immediate supervision of a division manager, accounting services, who shall be in the unclassified service. The duties of this division shall be as follows:
(a) Manage the general accounting system and accounting control for all the various offices, departments, and agencies of the City.
(b) Prepare and submit for the City Council a monthly statement of all receipts and disbursements in sufficient detail to show the City's current financial position.
(c) Maintain cemetery and miscellaneous accounts receivable and deposit ledgers.
(d) Maintain an accounts payable ledger and manage the proper disbursement of all moneys in accordance with the City budget.
(e) Develop and implement expenditure control procedures over each office, department, or agency of the City.
(f) Prepare and record the biweekly payroll, voucher all claims against the City, and prepare the necessary warrants and checks for payment therefor.
(g) Maintain records correctly showing all the capital assets and liabilities of the City.
(h) Prepare annual audited financial statements for the City and its agencies and other periodic financial statements and reports as required and requested.
(i) Prepare for publication all required governmental reports having to do with the financial condition of the City.
(j) Compile data and statistics and develop financial analysis as required and requested.
(k) Manage special projects as assigned. (Ord. 1119; Ord. 1554 § 1, 8-12-86; Ord. 1566 § 1, 5-5-87; Ord. 1605 § 1, 12-5-89. Formerly § 2-72.2).
2.105.030 Municipal services division.
The municipal services division shall be under the immediate supervision of a division manager, municipal services, who shall be in the unclassified service. The duties and responsibilities of this division shall be as follows:
(a) Manage field and office customer service staff who provide counter and telephone assistance regarding utilities, business tax, process and receipt all monetary transactions (e.g., request for turn-on and turn-off of utilities, meter testing, payment arrangements and referrals for financial assistance).
(b) Manage a complex on-line computerized utility billing system which tracks meter and payment history, consumption, charges, allocations and generates monthly billings.
(c) Research, prepare findings and resolve customer concerns, suggestions and/or complaints.
(d) Maintain a comprehensive computerized hand-held meter reading system which stores monthly meter reads and interfaces with the utility billing system to generate monthly utility billings.
(e) Receive and have custody of all cash and checks received over the counter or in the mail by the City from any source and issue receipts therefor.
(f) Administer a computerized cash receipting system which tracks all payments received by the City. This system provides for real time verification of payments, encoding and endorsing of all checks and automatic posting of all transactions to the utility billing and business tax systems.
(g) Deposit or keep safe all moneys received in such depositories as may be designated by the City Council, in compliance with the provisions of the State law governing the handling, depositing, and securing of public funds.
(h) Administer the business tax policies and related enforcement, as directed, including the billing therefor.
(i) Maintain and process all bankruptcy claims; and prepare and file various State and Federal reports.
(j) Coordinate and process numerous service contracts and equipment maintenance contracts.
(k) Act as City's representative for the receipt and evaluation of solicitation requests from charitable organizations.
(l) Manage special projects as assigned.
(m) Perform such other related administrative duties as may be assigned by the Director of Finance.
(n) Receipt credit and debit card transactions.
(o) Adoption and Amendment of Municipal Services Division, Utility Services Rules and Regulations.
(1) Adoption of Rules and Regulations by Resolution. The City Council may, from time to time, by resolution, as it deems necessary for the administration or implementation of the intent of this Code, review, revise, adopt and/or promulgate new or amended rules and regulations concerning the operation or administration of the following:
(A) Finance Department's Municipal Services Division, Utility Services Rules and Regulations [SCCC 2.105.030];
(B) Electric Department's Silicon Valley Power Rules and Regulations [SCCC 13.05.040];
(C) Water Department's Rules and Regulations for Water Service and Use [SCCC 13.15.080]; and
(D) Street Department's Rules and Regulations for Garbage, Refuse, Recycling, Household Hazardous Waste, and/or Clean Green Service [SCCC 8.25.290].
(2) Amendment of Municipal Services Division, Utility Services Rules and Regulations. The City Council may subsequently adopt or amend the Municipal Services Division, Utility Services Rules and Regulations from time to time by resolution of the City Council. Such amendments may be adopted as the City Council deems necessary or expedient for the administration or implementation of this Code, or to review, revise, adopt and/or promulgate new or amended rules and regulations concerning the operation or administration of the electric, water, sewer and/or street departments to govern the municipal and utility services furnished by the City. Such amendments may be in response to changing facts and circumstances which affect the operation of the City's electric, water, sewer and/or street departments, or as a result of any applicable law(s) and/or regulation(s) implemented by the Federal or State government, their respective regulatory agency(ies), or local ordinance. Any new or amended rules and regulations subsequently adopted by the City Council by resolution shall be incorporated by reference into this Code.
(3) Responsible Parties. Customers of the electric, water, and/or street departments shall be considered as having given express consent to be bound by this Code and any City departmental Rules and Regulations subsequently enacted pursuant to this Code.
(4) Responsibility for Enforcement. The primary responsibility for enforcement of the departmental rules and regulations shall be with the City Manager.
(p) Enforcement of the Rules and Regulations. Except when more specific provisions pertaining to departmental rules and regulations are intended to supersede the provisions of SCCC 1.05.070, the following shall apply:
(1) Pursuant to SCCC 1.05.070, the city, in its prosecutorial discretion, may enforce violation(s) of the departmental rules and regulation as a criminal, civil, and/or administrative action. (Ord. 1119; Ord. 1187 § 8, 4-2-68; Ord. 1229 § 1, 5-26-70; Ord. 1554 § 1, 8-12-86; Ord. 1605 § 1, 12-5-89; Ord. 1644; Ord. 1717 § 1, 10-27-98; Ord. 1787 § 1, 11-18-03. Formerly § 2-72.3).
2.105.040 Administrative services division.
The administrative services division shall be under the immediate supervision of the Assistant Director of Finance or a division manager, who shall be in the unclassified service. The duties and responsibilities of this division shall be as follows:
(a) Manage and direct the activities of the Finance Department.
(b) Compile and produce the City's annual operating and capital improvement budgets.
(c) Produce annual updates to the City's five-year financial study.
(d) Prepare periodic and annual revenue forecasts.
(e) Analyze and prepare estimated revenue and expenditure updates.
(f) Monitor and report the City's Proposition 4 appropriations limit and general contingency reserves.
(g) Manage production of the City's annual financial reports, general-purpose financial statements, and comprehensive annual financial report.
(h) Manage the following ongoing projects:
(1) Reimbursement claims against the state;
(2) Sales tax audits;
(3) Governmental Accounting Standards Board (GASB) updates;
(4) Legislative review and updates;
(5) Internal audit of fixed assets for insurance reporting.
(i) Perform internal control of Finance Department functions.
(j) Provide administrative and clerical support for the Finance Department.
(k) Manage "risk management" programs for the City and its agencies, including, but not limited to, general liability, earthquake, property and casualty, and other miscellaneous insurance coverage (commercial or self-insurance). Also, administer the liability claims service agreement.
(l) Manage special projects as assigned. (Ord. 1119; Ord. 1554 § 1, 8-12-86; Ord. 1605 § 1, 12-5-89. Formerly § 2-72.4).
2.105.050 Computer services division.
The computer services division shall be under the immediate supervision of a division manager, computer services, who shall be in the unclassified service. The duties and responsibilities of this division shall be as follows:
(a) Provide the several departments of the City such assistance and advice in connection with the formulation and implementation of data processing procedures, systems and programs as are approved and authorized by the City Manager.
(b) Perform for the several departments of the City such data processing functions as shall be designated by the City Manager to be necessary and desirable. (Ord. 1158 § 1, 2-28-67; Ord. 1187 § 9, 4-2-68; Ord. 1285 § 12, 2-19-74; Ord. 1554 § 1, 8-12-86. Formerly § 2-72.5).
2.105.060 Financial management division.
The financial management division shall be under the immediate supervision of a division manager, financial management, who shall be in the unclassified service. The duties of this division shall be as follows:
(a) Monitor the financing needs of the City and its agencies and manage negotiated and public-bid bond issues.
(b) Manage cash flow and invest idle cash in accordance with established policies and procedures and prepare monthly reports for the City and its agencies.
(c) Manage the outstanding debt of the City and its agencies in compliance with established policies and various bond covenants and prepare periodic reports.
(d) Compile data and statistics and develop financial analysis and forecasts as required and requested.
(e) Prepare and monitor long-range financial plans for the City and its agencies, including periodic updates as required.
(f) Administer contracts between the City and its agencies and outside contractors for compliance with financial and insurance terms and conditions of these agreements, consistent with City policy.
(g) Manage special projects as required. (Ord. 1566 § 2, 5-5-87; Ord. 1605 § 1, 12-5-89. Formerly § 2-72.7).