DATE: November 10, 2014
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
SUBJECT:
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Consideration of Resolution 2014-81, A Resolution To Create The Position of Police Fiscal Manager and Modify the Organizational Chart for the Police Department (11/25/14 WS)
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Purpose
The purpose of this memorandum is to present to the Board of Mayor and Aldermen (BOMA) information to consider modifications to the Police Department Organizational Chart.
Background
The Police Department is requesting to establish a Fiscal Manager position in order to have a single point of contact for the department's day-to-day financial management and analysis. The Police Department has a number of crucial areas that require financial monitoring to include: State and Federal grants, the drug funds, general ledger coding for payments and receipts, budgetary encumbrances, travel and training processing and accounting, extra duty job contracts, monitoring overtime costs, providing real time budget analysis for the Police Chief, etc. This function would also provide budget and financial analysis to enhance completeness and accuracy of performance measures, and facilitate all internal and external audits. As per the department's accreditation standards (CALEA) this function would be required to meet and maintain documentation for all appropriate standards for fiscal management and agency owned property.
This proposed organizational change creates the position of Fiscal Manager which would be a direct report the Police Chief. The intent of this change is to establish formal procedures for controlling the requisitioning and purchasing of agency supplies, equipment, training, and maintaining the financial integrity of the department's fiscal control procedures. This position requires specific technical knowledge, skills and abilities. The Police Department will also eliminate the vacant Deputy Police Chief position combining the responsibility for Criminal Investigation and Support Services into one the existing Deputy Chief positions. Attached is an organizational chart depicting this new structure.
Financial Impact
When implemented, this position can be absorbed within the current budget due to the fact a third Police Deputy Chief vacancy will not be filled. This will be a cost savings. The proposed organizationsl change can be accomplished without a budget amendment.
Options
The Board may approve, modify, or deny the request for this reorganization to the Police Department's organization chart.
Recommendation
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Staff recommends the City approve this position and the proposed changes to the Police Department Organizational Chart. This reorganization is an excellent opportunity for the Police Department to implement accounting standards and practices to shift the culture to a sole source for an orderly, accurate, and complete system of documentation of the flow of all funds.