GENERAL  OPERATING FUND		CITY CLERK			PURPOSE AND MISSION OF THE DEPARTMENT / DIVISION					GENERAL OPERATING  FUND		PERSONNEL			PURPOSE AND MISSION OF THE DEPARTMENT / DIVISION					GENERAL  OPERATING FUND		RISK MANAGEMENT			PURPOSE AND MISSION OF THE DEPARTMENT / DIVISION
							ACCOUNT  001-1050-542			The City Clerk Division provides for the retention, maintenance and continuity of all official records of the City of Lawrence and provides basic records retrieval services to citizens.  The City Clerk Division is also responsible for recording all activities involved in City Commission meetings, including meeting minutes and ordinances and resolutions. The City Clerk’s Division also maintains other official records such as contracts, deeds, leases, bond related documents, special assessments, annexation proceedings, and records of City-owned cemeteries.  Further, the City Clerk Division administers the licensing and permit process for various City licenses and permits.  We also coordinate public notices, legal publications and bid notices.  We handle special assessment financing of projects within the City as well as the sale and administration of bonds. Notices of elections filing by candidates and other details of elections are administered through the City Clerk and coordinated with the County Clerk-Election Officer.  Our effectiveness and efficiency is demonstrated by the timely and accurate assistance provided to City staff and the general public. Significant Issues for 2003 - The increase in Personnel Services for 2003 can be attributed to the 3% general wage adjustment and merit increases for eligible employees.  Contractual Services increased due to a City Commission election being scheduled in 2003.							ACCOUNT  001-1053-543			The Personnel Division of Administrative Services Department fosters a high-quality, progressive, innovative work environment by providing strategic leadership to anticipate, identify, analyze, and balance City organizational and employee needs.Personnel serves as a strategic business partner with City management and staff by developing, implementing, and administering a centralized human resource management program for all City employees with emphasis in the following areas: benefits, classification/compensation, employment, employee relations and employee recognition.  Our objective is to create and maintain a work environment to place City employee's in the best position to carry out the City Commission's goals. Significant Issues for 2003 - The increase in Personal Services for 2003 can be attributed to the 3% general wage adjustment and merit increases for eligible employees.  Contractual Services increases include a comprehensive review of the City's compensation plan and contracting for a Resource Plan for the Police Department.							ACCOUNT  001-1054-544			The Risk Management Program is intended to identify, recommend, and implement actions that will minimize the adverse effects of accidental and business losses on the City of Lawrence.  The Risk Management Division will strive to responsibly and efficiently manage and administer the City’s Risk Management Program utilizing industry best practices for public risk management.  The Risk Management Division will strive to be a trusted resource to City Departments on issues of loss prevention and control.  Risk Management administers the City’s self-funded Workers’ Compensation, General Liability, and Auto Liability programs and manages the City’s portfolio of insurance coverages, including Property and Public Entity Liability. Significant Issues for 2003 - The increase in Personal Services for 2003 can be attributed to the 3% general wage adjustment and merit increases for eligible employees.  Assorted insurance costs (property, general liability, vehicle, etc.) increased Contractual Services in 2003.
					2003 DEPARTMENT / DIVISION SPENDING SUMMARY										2003 DEPARTMENT / DIVISION SPENDING SUMMARY										2003 DEPARTMENT / DIVISION SPENDING SUMMARY
Administrative Services					EXPENDITURES	2001 Actual	2002 Adopted	2002 Estimate	2003 Budget						EXPENDITURES	2001 Actual	2002 Adopted	2002 Estimate	2003 Budget						EXPENDITURES	2001 Actual	2002 Adopted	2002 Estimate	2003 Budget
					Personal Services	$       80,689	$       86,255	$       86,255	$       87,004						Personal Services	$     198,885	$     220,829	$     220,829	$     246,250						Personal Services	$    1,213,011	$     131,280	$     131,280	$     139,229
					Contractual Services	53,909	44,000	44,000	62,075						Contractual Services	85,764	98,750	98,750	198,858						Contractual Services	497,440	701,875	701,875	814,270
					Commodities	5,351	3,500	3,500	5,500						Commodities	7,566	11,260	11,260	14,300						Commodities	4,611	6,200	6,200	9,200
					Capital Outlay	3,641	1,500	1,500	-						Capital Outlay	4,801	7,000	7,000	7,500						Capital Outlay	1,802	7,000	7,000	-
					Debt Service	-	-	-	-						Debt Service	-	-	-	-						Debt Service	-	-	-	-
					Transfers	-	-	-	-						Transfers	-	-	-	-	CURRENT YEAR ACCOMPLISHMENTS					Transfers	100,000	50,000	50,000	50,000
					Contingency	-	-	-	-						Contingency	-	-	-	-	l Developed and implemented initial     components of the Supervisor     Development and Employee General     Education program. l Revised and implemented changes to     Recruitment procedures including job     opening procedures, summer job     recruitment, and job fair material. l Implemented phase II of CHAMP wellness program.	l Reviewed health care program, surveyed    employees for plan design input and sent    request for proposals for plan    administrator and networks. l Improved several employee and applicant    communication procedures including    wellness information, benefit information and    employee newsletter. l Expanded on-line shared information folders.				Contingency	-	-	-	-
					Total	$     143,590	$     135,255	$     135,255	$     154,579						Total	$     297,016	$     337,839	$     337,839	$     466,908						Total	$    1,816,864	$     896,355	$     896,355	$  1,012,699	CURRENT YEAR ACCOMPLISHMENTS
																														l Developed recommendation for a     Comprehensive Driver Safety Program. l Completed an audit of City properties for     insurance underwriting for the first time in     an unknown number of years. l Developed a Monthly Risk Management     Activity Report for use of City     Management. l Successfully obtained renewal of Excess    Workers’ Compensation Insurance.	l Completed an on-site audit by underwriters     of current Excess Workers’ Compensation     insurer and majority of practices found to be    acceptable to their standards. l Successfully obtained 2002-2003 renewal for     self-insurance application from the State     Division of Workers’ Compensation. l Completed annual review of Medical Director     Program.
					DEPARTMENT / DIVISION PERSONNEL SUMMARY					CURRENT YEAR ACCOMPLISHMENTS					DEPARTMENT / DIVISION PERSONNEL SUMMARY										DEPARTMENT / DIVISION PERSONNEL SUMMARY
	City Clerk				PERSONNEL	2001 Actual	2002 Adopted	2002 Estimate	2003 Budget	l Began scanning and storing fully executed    Ordinances and Resolutions     l Revised the end of year Cereal Malt    Beverage renewal process	l Revised the Ordinance and Resolution     numbering tracking system l Revised benefit district document retrieval    process to prepare for bond and note sales l Developed a C-3 Zoning Liquor Licenses    Administrative Procedure				PERSONNEL	2001 Actual	2002 Adopted	2002 Estimate	2003 Budget						PERSONNEL	2001 Actual	2002 Adopted	2002 Estimate	2003 Budget
	Personnel				Authorized Positions	1.50	1.50	1.50	1.50						Authorized Positions	4.25	4.75	4.75	4.75	MAJOR GOALS AND OBJECTIVES FOR 2003					Authorized Positions	2.35	2.25	2.25	2.25
	Risk Management																			1. Develop initiatives that will place the Personnel Division at 90% of the industry-accepted minimum staffing     ratio of .9:100. 2. Implement in-house Supervisor Development Program and Employee General Education Program. 3. Provide a compensation program that meets or exceeds the average wage as determined by a composite     of information from Kansas Department of Human Resources, Kansas League of Municipalities and     MARC. 4. Develop a compensation and benefit master plan. 5. Review health care program and life insurance plans to ensure they are comprehensive in design and     competitive in cost.
					DEPARTMENT / DIVISION ORGANIZATIONAL CHART										DEPARTMENT / DIVISION ORGANIZATIONAL CHART										DEPARTMENT / DIVISION ORGANIZATIONAL CHART
										MAJOR GOALS AND OBJECTIVES FOR 2003																				MAJOR GOALS AND OBJECTIVES FOR 2003
										1. Continue to develop and implement long-term plan for record-keeping and document retrieval (including     expanding the type of documents scanned) 2. Continue to perform and implement improvements from self-audit/review of City Clerk’s Office functions     and responsibilities 3. Revise the City Clerk licensing procedures manual 4. Update the City Clerk’s Website																				1. Improve Risk Management Information System reporting capabilities to enhance data analysis,     communication, and focus targeted loss control efforts. 2. Improve quality, accuracy, and timeliness of insurance renewal and self-insurance application preparation     work. 3. Implement a Comprehensive Driver Safety Program to provide coordinated education, develop a standard     for driver behavior, and monitor driver behavior with the goal of reducing losses due to accidents and     injuries involving the City’s fleet of vehicles.
																				PERFORMANCE INDICATORS
																				Standard	2000                   Actual	2001                           Actual	2002 Estimated	2003 Projected
										PERFORMANCE INDICATORS										Personnel Staff to Employee Ratio                            .9:100	.43:100	.43:100	.43:100	.57:100						PERFORMANCE INDICATORS
											2000                   Actual	2001                           Actual	2002 Estimated	2003 Projected						Percent of weeks customer svs standard met           90%                                                                                Percent of employee turnover                                     11.9%	unknown       10.1%	unknown       10.1%	90%                 10.5%	95%                 10.5%							2000                   Actual	2001                           Actual	2002 Estimated	2003 Projected
										Number of Licenses issued	895	1230	1300	1325						Percent of education programs goals were met        90%	n/a	n/a	n/a	90%						# of General Liability Claims Against the City	37	54	50	55
										Number of Ordinances filed and published	130	147	175	180						Percent of "average" Compensation Program           90%	unknown	unknown	0.8	0.8						# of General Liability Claims For the City	63	57	55	60
	Frank Reeb, Director									Number of Resolutions filed	119	95	90	95						Percent of "average" Employee Benefit Pkg                90%	unknown	unknown	80%	80%						# of Auto Liability Claims Against the City	46	67	65	70
										% of weeks CC minutes available the following week	--	--	95%	95%						Number of Employee June/December	936/772	992/821	1130/820	1150/840						# of Auto Liability Claims For the City	38	46	45	50
										% of phone questions answered same day	--	--	95%	98%	*  Shading indicates positions funded from this account. The Director position is funded 25% from this account; 25% from the Risk Management account (p.B-42) and 50% from the City Clerk account (p. B-38).  The administrative clerk position is a part-time position.					Number of Applications Processed (all positions)	2550	3765	4000	4250						# of MVA with City Vehicles per 100,000 Miles Driven	2.92	3.96	3.85	4.2
					*  Shading indicates positions funded from this account. The Director position is funded 50% from this account, 25% from Personnel (p.B-40), and 25% from Risk Management (p.B-42).					% of walk-up questions answered same day	--	--	98%	98%						Number of Recruitments conducted (all positions)	110	125	150	175	*  Shading indicates positions funded from this account. The Director position is funded 25% from this account, 25% from Personnel (p.B-40), and 50% from City Clerk (p.B-38).					# of Workers’ Compensation Claims per FTE	0.264	0.278	0.263	0.256
																				Number of Full-time regular employees hired	103	101	126	145
																				Number of Employees covered by health care plan	689	738	746	775