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REQUEST FOR COUNCIL ACTION <br />Cu^ilCiL DATE: January 5,1995 <br />•iAN 9 1995 <br />item NO: 0CiTYOfOBOWQ_________^ <br />Department Approval: i/ <br />Name Tom Kuehn * <br />Title Finance Director <br />Administrator Reviewed:Agenda Section: <br />City Administrator's <br />Report <br />Item Description: <br />Request to Consolidate Certain Common Expenditures into a Central Services <br />Department <br />Attachment: Changes to General Fund Budget After Creation of Central Services <br />The Fi.iance Department requests authorization to consolidate certain common expendi­ <br />tures in*. > a Central Services Department within the General Fund. A number of categor­ <br />ies of expenditures are now allocated to departments through a variety of proration form­ <br />ulas. 1 hese allocations require extra effort but do not provide significant useful manage­ <br />ment information. For example allocating copy machine maintenance costs to the various <br />City departments does not provide useful inform .ion for managing these departments. <br />\Miile consolidating these items may somewhat reduce the completeness of accounting <br />for all of the costs of each department, the benefit of consolidation is that it provides a <br />clearer picture of the total amounts spent in each category of expenditure. This consoli­ <br />dation will also result in easier and faster processing of invoices, and more efficient <br />accounting and budgeting. <br />We propose consolidating the following items from all departments in the General Fund: <br />Office supplies <br />* Postage and postage meter rental <br />* Copy machine costs <br />Insurances, except vehicles <br />* Service contracts/maintenance costs for office equipment <br />* Printing and publishing <br />* Data processing <br />* Telephone <br />* Special equipment replacement charges (postage and copy machines) <br />* All items currently in the Government Buildings Department