Finance Department September 19, 2019 - PowerPoint Presentation

Slide1

Finance Department

September 19, 2019

City of Lawton

Citizens Academy

Slide2

Finance Department

Financial ServicesFinance Director

Finance Specialist

Accounting & Budgeting

SupervisorAccountantFiscal TechnicianBudgeting & ComplianceSupervisorSenior AccountantAccountantFiscal Technician (shared)Purchasing & Municipal Securities CompSupervisorBuyerFiscal Technician (shared)

Utility/Revenue Services

Utility/Revenue Services Supervisor

Office Supervisor

Head Cashier

Full Service Representatives

Meter Services Field

Meter Technician

Meter Service Workers

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Utility Services

Water Billing Payment Options

Meters

Trash Carts/Can Landfill Services

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Financial Services

Purchasing Budget Accounts Payable Audit Finance/Cash Investments

Debt Grants

Fixed Assets

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Purchasing & Securities Disclosure Compliance

Pete Goldring-Supervisor

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Purchasing & Contracts:

Assist Departments with Contracts

Vendor inquiries and questions regarding Contracts and payments

Purchasing Policy & City Code

Initial Steps of Payment Process for invoices

Assist departments in payment research

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Securities Disclosure:

Ensuring all relevant securities information is disclosed to the City’s bond holders and other stakeholders in compliance with the City’s continuing disclosure agreements

Coordinate the City’s disclosure responsibilities and training as applicable in accordance with the City’s disclosure policy

Slide8

Accounts Payable & Budgets

Julie Magness-Supervisor

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Accounts Payable

Divisions submit invoices for payment. These invoices are entered into the system daily.

Every Friday the checks are issued

City

pays an average of 350-500 invoices for an average of around $500,000 – $1,500,000 per weekAssist departments and vendors in payment research

Maintain the W9 information for 1099M & 1099S reporting

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Budgets

Assist in the debt service calculations for the next year.

The City has an estimated 80 different funds. We help estimate revenue and expenditures for the special revenue funds, example : police and fire training fund, hotel motel tax, cemetery care fund, insurance proceed fund, etc.

Calculate the estimated needs for the capital improvement funds.

The budget is started in January/February and not completed until June.

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Budgeting & Compliance

Kristin Huntley-Supervisor

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Budgeting & Compliance

Manage and reconcile cash accounts

Maintain books for component units

Prepare retiree pension payments

Manage investments

Grant management

Manage and reconcile capital assets

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Budgeting and Compliance

Budget Preparation

Assist City Manager in preparing a budget for Council in accordance with Section C-3-3-3 of the Lawton City Charter

Present preliminary budget to City CouncilConduct public hearingApprove budget

Audit

City, retirement and HUD audits

Prepare all required schedules, trial balances and statements

Coordinate with component units to ensure their audits are being completed timely

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Utility Services(Water Department)

Mardi Repasy-Supervisor

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Purpose

This division is part of the Finance Department and more commonly known as the "Water Department." Our main office is located on the 1

st

floor of Lawton City Hall, at the northwest end of the building.

Our purpose is to bill and collect for water, sewer, and trash services. We also install, read, and maintain water meters.

We strive to provide these services to our citizens as seamlessly and professionally as possible.

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Water Meters

City of Lawton water meters are equipped with electronic transmitters as seen here

The water usage is read electronically via the transmitter every 30 days

Meter Service Workers do not come to homes or businesses to read meters unless data is not being received from the meter

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Damaged Equipment

Most reading failures are due to damaged equipment

Lawnmowers are the most common reason for damage

Damage to a meter transmitter is the responsibility of the citizen

The cost of replacement is $135

The City of Lawton, however, is responsible for normal equipment failures

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Got water?

Meter Service Workers turn water meters off in the mornings

Water meters are turned on during the afternoon

Someone

must

be home to have water turned on

This is to protect you and your home from potential water damage

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Billing

The City of Lawton is divided into 20 billing cycles

Each billing cycle is geographically assigned

Billing cycles are based on address,

not

account or customer number, so one person owning multiple properties may have more than one billing cycle/due date

Cycle dates and due dates

cannot

be changed

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Payment Options

At City Hall, Utility Services Division

Cash

Check

Money OrderDrop box – on the west side of City HallCheckMoney Order

ACH Bank Draft

Online

Credit or debit card

Additional processing fee applies

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Fun Facts

Average amount of water used each month = 240,000,000 gallons

Summer months average use = 290,000,000 gallons

Winter months average use = 208,000,000

There are approximately 32,000 water accounts for the City of Lawton

~

8%, or 2,560, accounts are commercial

~ 9

2%, or 29,440, accounts are residential

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Trash pick up

Although refuse service is billed through the Utility Services Division, any questions or request should be directed to the Solid Waste Collections Division at 580-581-3413.

Solid Waste Collections can assist with:

Additional trash cans

Lost or stolen trash can

Reporting missed trash pick up

Scheduling bulk pick ups

Signing up for house-side pick ups

Subject to eligibility

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Info & FAQs

To find more information frequently asked questions please visit the Utility Services page on the City of Lawton website at:

https://www.lawtonok.gov/departments/utility-services

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Questions?