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Home My WebLink AboutAdmin Services 2006 Budget ADMINISTRATIVE SERVICES Overview of 2006 Budget Board Presentation 8-25-2005 ". -,GEM What we ill be covering • System Overview • Organization Chart • Administrative Services Expenditure Detail • -Year Capital Plan » Problems we' re having • Overall Summary District Data Chart 1 Electric Customers 13,000- 12,000 10,000 9,000 8,000 7,000- Coatonneecount 6000 r 5,000- 4,000 3,000 1 2,000 1,000 w 0 I 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 Year w �d d; . f District Data Chart 2 Water Customers 12,000- 11,000 10,000- 9.000 4' v i 8,000 7,000 "i Guatpmer Count 6,000 5,000 1 a,000 � s 3,000 2,000 1,000 0 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 Year d a District Data Chart 3 Electric Revenue -. $18,000,000 $17.0AL 00.000 $16,OOQ000 -� $15,000,000 $14,000,000 $13,000,000 ___... ..._. $11,000.000 t/ _.—_.. ._—._.... ........_ $10,000,000 -Y Revenue $9,000,0o0 $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4'000,000 - $3,000,000 - $2,000,000 $1,000,000 i $0 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 Year • 11/ 111 too I I I I ill t,t 111 lit FI1 Its 1,1 111 ,11 ,1. 111 ..,.. /11 It 11 it Ii� 4 i I i , t 1 I g i I i i I N 1 m I 1 � 1 I I 1 � F 1 I f NORM S S S S S S S S S S S S g S O O O O O O O S O O O O S S O S � Sog8gog6g6oggg O S o 0 O to sO� h O N O 0 O a k 4 District Data Chart 6 District Employees 70 ss 65 60 _. _ 58 _.... .._ 58 _.... 55 55 50 45 _.. ..... �.: __.._ __.. , ..... 40 ... ....... _.... _.... __._ 35 30 .____. ...... _._.. _ 25 .... ----_ __. _i ...... ..... ..... 20 -__.. _..._ ...... _. ....... 15 .... !..... _...... ......... 10 0 2001 2002 2003 2004 2005 Year Admin Services Staffing 18 ...... _um _ wamm..wv. 17 16 ----. __--. _... -_--. __. __.._ .---_ --_-. 15 15 _---. ...... --___ _. 14 ----. ......... ---14. 14 13 12 11 _---. ;E rapt oy00 10 Gaunt 5 ........ -.___ ..._. __-_. ..-.-.. ........ 3 p ........._._. ____. .... ..-. ....._ '.. 0 2001 2002 2003 2004 2005 Year Admin Services — Organization Chart AdMin seniices € amager ane `• AResourcetor CQUe ions ^ EE Supervisor Coordinator Network ; Humv1 Customer emces Metcr Manager .. crJira .ftrr .., St=nior AccountartU Customer Service'sF�cetc,�. kr�elysf Clork 3 ft�ade; (T Accounting Wmk Cizder siupervis03 Accounting supc,,Msor wori C CkGP' speCfel➢ ? ( } Yh Administrative Services Expenditure Detail — Electric & Water — page 1 Budget # Budget Budget 2005 2006 Meter Operations (586.001684.3) $40,307 $41,516 This account is utilized by the meter readers to charge their time for performing meter connects, disconnects and service transfers. It is also used for investigating customer high bill complaints. Customer Installation Operations (587,00) $33,371 $34,372 This account is used to charge G0165 inspections for the electric department as well as investigation of energy diversion. Maintenance of Distribution Lines (593.00) $ 7,881 $8,117 This account is used to charge labor and expenses relating to power outages. For the most part the office staff charges their labor here when they are answering calls for power outages. Customer Account Supervision (901.00) $17,325 $17,845 This account is used by me to charge the time I supervise the customer services group. , Administrative nta page 2 Budget # Budget Budget 2005 2006 Meter Reading Expense (902.00) $93,477 $96,281 This account is used to charge meter reading expenses which includes the meter reader labor and overheads, the hardware and software that supports the meter readers; it also includes their clothing allowance, uniform expenses, vehicle expenses and training. Customer Records and Collections (903.00) $748,752 $771,215 This account includes the major expenses involved in serving our customers. Included are answering and directing phone calls, answering customer questions, customer account setup expenses, taking and processing customer payments, creating connect, disconnect and transfer paperwork for the crews, creating and reviewing bills, expenses relating to the printing and mailing of the bills by NISC, account collections expenses, remittance and lockbox expenses, standby billing expenses, billing software and hardware support , maintenance and upgrade expenses, billing equipment maintenance expenses, printed billing and collection forms, billing postage and billing and customer service staff training. Provision for Bad Debts (904.00) $ 17,000 $17,510 This account represents the amount of bad debts that we have during a year. We estimate the amount monthly (.0015 times the amount billed for the month) and we adjust it annually after the actual bad debts have been determined for the yea r. Administrative i it page 3 Budget # Budget Budget 2005 2006 Admin & General Expense (920A0) $596,592 $614,490 This account includes most of the labor for the department except meter reading and customer account related expenses. It includes almost all of my time, banking related expenses, all accounting done in the department including all budget related work, accounts payable, payroll, construction accounting, opening the mail, human resources, and insurance related labor. Office Supplies and Expenses (921.00) $285,850 $294,425 This account includes all of the expenses that we pay related to the administration and general expense labor. It includes bank charges, answering service charges, phone charges, computer and network operating expenses, software maintenance and support expenses related to our IVUE system, general postage expenses, personnel related expenses, printed forms and material, office equipment leases and equipment maintenance expenses. Outside Services Employed (923.00) $ 95,000 $97,850 This account gets charged with any professional services hired from the outside such as audit or accounting services, trust services for our certificates of participation and community facilities districts and arbitrage calculation services for the same. p 'V Administrative Services Detail page 4 Budget # Budget Budget 2005 2006 Insurance Expense (924.00) $416,509 $429,004 This account is charged with the annual insurance premiums including property & liability, umbrella liability, directors & officers, difference in conditions, boiler & machinery. The expense is reduced slightly by the amount associated with insuring the District's vehicle fleet and inventory. These costs are included in the vehicle & warehouse inventory overheads. Injuries and Damages (Safety) (925.00) $ 16,789 $17,293 This account is charged with costs associated with safety training, Department of Transportation Drug & Alcohol training, worker's compensation expenses for department employees who have been injured and safety related equipment. Total 2005 2006 $21368,853 $2,4397919 a w � 5,.Year Capital Plan 2006 2007 2008 2009 2010 • Misc Office Equipment $10,000 $10,300 $10,609 $10,927 $11,255 • Personal Computers/ Servers/Hardware 30,000 30,900 150,000 32,782 33,765 + Phone System 70,000 3,500 3,605 3,713 3,825 • New Meter Reader Vehicle 23,000 - - - s Replace Postage Machine 5,000 - Upgrade Meter Reading Handheld Devices - 10,000 - - - Total $138,000 $54,700 $164,214 $47,422 $48,845 v I{ ^ d 5 Problems �► New development-streamline process; prevent hiring ore staff which will cost developers more +r Improve outsourced after hours customer call handling- better customer communications during outages �► Broken & non-registering meters-increase resources, increase water revenue Upgrade internal telecommunications system-improve efficiency and system reliability Full time network manager—increase efficiency, quicker response to network and personal computer problems . Staffing-increased cost of housing is making it very difficult to attract qualified applicants; losing good employees; many employees moving out of Truckee Q overall Summary .► Growth trends • Impact of growth, permeates everything we do .► Reviewed department activity and budget numbers 2005 & rough estimate for 2006 Reviewed the department's 5 year capital budget «► Need to address problems: 1 ) Streamline work order billings to developers and customers 2) Need to improve outsourced after hours answering service 3) Need to fix water meter problems 4) Need to upgrade our phone equipment 5) Need for full time network manager 6) Need to address our ability to hire and retain well qualified staff High Level Sum, mart' of Department Responsibilities: Custoi ner :Service Meter ReadMg Billing Remittance Processing Collections New Construcflon,-Residentia� Services New Construction-Multi Ser,.Jce/Clornmercial Sewices 'VIVork Order Accounting r-";xed Asset Tracking Standby Billie gs Budgeting Genera� Ledg-ar Accounting Cash Management Accounts Payable FlaVroll! Lean Managernen, Assessment District Management CFD Annual Assessr'nent Manaaernent insurance Human Resources Manage cuswa er se;vice portion of power & water outages Network Managlement Electric Customers 1995 9,517 # 1996 9,828 1997 10,129 1998 10,190 1999 10,534 2000 10,827 z 2001 11,441 2002 11,697 2003 12,083 2004 12,211 28%increase from 1995 2005 12,430 Water Customers 1995 6,550 1996 6,793 1997 6,990 1998 7,223 1999 7,516 2000 7,679 2001 9,325 2002 10,896 2003 11,205 2004 11,503 75% increase from 1995 2005 11,738 Electric Revenue 1995 8,876,478 1996 9,318,737 1997 9,382,641 1998 9,060,192 1999 9,357,297 2000 9,717,384 2001 11,058,027 2002 14,744,827 2003 16,271,880 2004 17,824,288 100%increase from 1995 Water Revenue 1995 3581,566 1996 3,961,252 1997 3,917,393 1998 4,002,116 1999 4,064,373 2000 4,578,962 2001 5,047,758 2002 6,358,639 2003 7,284,704 2004 8,031,714 124% increase from 1995 Debt 1995 13,950,918 1996 19,281,262 1997 16,987,976 1998 17,588,864 1999 18,262,641 2000 17,814,568 2001 23,244,740 2002 29,516,528 2003 66,079,731 2004 78,393,703 461%increase from 1995 2 % OLAD Debt Debt Debt Debt Debt i 1995 13950918 01996 95�:915 2_ 1997 16,987.915 0 0 y 16 937,s975 i998 17.588,864 6 G _ 9 17,588,864 999 8.26 ,641 0 0 y 18,262,641 2960 '.814,568 n 0 9 17�814,563 2 u1 "6 G G 6,080,000 0 � 23,244,749 26 2 1t3,6S5.52 1 t} n 9,721,000 4 29,516,528 1,E*55,5j4 9,955,000 2�'i,7 J.r`.a 56.f7i9,7'„'i 260" +I,SbE' u58 i,57I,710d 8,929,961 7i.3£76,906 78,396,703