PROPOSED BOARD OF SUPERVISORS COUNTY OF STAFFORD STAFFORD, VIRGINIA RESOLUTION

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Phoebe Farmer
7 years ago
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2 Attachment 1 R BACKGROUND REPORT At a meeting of the Board s Finance, Audit, and Budget Committee (Committee) on May 17, 2016, the Committee members discussed sharing financial services between the County and the Schools. Staff provided comparison information from other localities, and the Committee requested additional data. This comparison information is included as Attachment 3. After discussion, the Committee unanimously concurred with moving forward with shared financial services in the following areas: purchasing, accounts payable, accounts receivable, payroll, risk management, and financial reporting. The Committee voted to recommend that the full Board approve a resolution requesting the cooperation of the School Board, as well as directing the County Administrator to proceed with planning for shared financial services with the Schools. The Committee requested that a draft implementation plan be finalized by the end of this summer, recognizing that a phased approach may be beneficial. Committee members also proposed that the Joint Board/Schools Working Committee discuss shared financial services at its next meeting. Staff recommends approval of proposed Resolution R authorizes the County Administrator to begin planning the implementation of shared financial services. In addition, the Committee asked that the Board Chairman draft a letter to the School Board requesting its cooperation.

After discussion, the Committee unanimously concurred with moving forward with shared financial services in the following areas: purchasing, accounts payable, accounts receivable, payroll, risk

3 R PROPOSED BOARD OF SUPERVISORS COUNTY OF STAFFORD STAFFORD, VIRGINIA RESOLUTION At a regular meeting of the Stafford County Board of Supervisors (the Board) held in the Board Chambers, George L. Gordon, Jr., Government Center, Stafford, Virginia, on the 7 th day of June, 2016: MEMBERS: VOTE: Robert Bob Thomas, Jr., Chairman Laura A. Sellers, Vice Chairman Meg Bohmke Jack R. Cavalier Wendy E. Maurer Paul V. Milde, III Gary F. Snellings On motion of, seconded by, which carried by a vote of, the following was adopted: A RESOLUTION AUTHORIZING THE COUNTY ADMINISTRATOR TO PROCEED WITH PLANNING FOR SHARED FINANCIAL SERVICES WITH STAFFORD COUNTY PUBLIC SCHOOLS IN THE AREAS OF PURCHASING, ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE, PAYROLL, RISK MANAGEMENT, AND FINANCIAL REPORTING WHEREAS, the Board is committed to responsible, accountable and transparent financial management; and WHEREAS, comparable localities have shared services between the locality and its school system; and WHEREAS, the Board believes that shared financial services with the Stafford County Public Schools (Schools) would be more efficient and beneficial to the County, the Schools, and its citizens; and NOW, THEREFORE, BE IT RESOLVED by the Stafford County Board of Supervisors on this the 7 th day of June, 2016, that it be and hereby does authorize the County Administrator to proceed with the planning for shared financial services in the areas of purchasing, accounts payable, accounts receivable, payroll, risk management, and financial reporting; and

, Government Center, Stafford, Virginia, on the 7 th day of June, 2016: ---------------------------------------------------------------------------------------------------------- MEMBERS: VOTE:

4 R Page 2 BE IT FURTHER RESOLVED that the Chairman of the Board will send a letter to the School Board requesting its cooperation with and the transition to shared financial services; and BE IT STILL FURTHER RESOLVED that shared financial services will be discussed at the next meeting of the Joint Board/Schools Working Committee. AJR:MJP:dmo

shared financial services; and BE IT STILL FURTHER RESOLVED that shared financial

5 Shared Services Comparison Albemarle Fauquier Hanover King George Chesterfield Henrico School board elected/appointed Elected Elected Appointed Elected Elected Elected Population 105,000 68, ,456 25, , ,283 Are there shared services within the County/Schools Finance departments? Yes Yes Yes Yes Yes Yes # of Personnel in each division: (AP) (AR) (RM) (P) (PR) Accounting & Financial Reporting (A&FR) *14.8 FTE s * AP 4 AR RM P - 6 PR 4 A&FR 7 *22 FTE s AP - 2 AR - 0 RM - (Purchasing) P - 2 PR 2 A&FR - 1 AP - 10 AR 1.75 RM - 13 FT, 3 PT P - 20 PR - 6 A&FR 12.5, 1 PT AP 7 AR - 32 RM - 6 P -14 PR - 5 A&FR - 21 Include Those Charged to Other Funds (OF) What services are shared? Accounts Receivable Schools are a department of the County What services are not shared? Budget Budget Budget Budget Budget Budget Pros More efficient Uniformity Most policies and are uniform Oversight only accounting More efficient One financial system One unified pay scale Cons In a few cases still have two separate policies to follow On separate schedules for payroll and accounts payable None None Joint CAFR Yes Yes Yes Yes Yes Yes Joint Audit Yes Yes Yes Yes Yes Yes Consolidated Monthly Reporting? Presents separately but the finance department is involved in the development of both reports Present separate reports all go to County Board No formal reporting Combined quarterly reporting *No response received from locality to repeated requests for information. Data taken from documents available online and will be updated when response in received.

Yes Yes Yes Yes Yes Yes # of Personnel in each division: (AP) (AR) (RM) (P) (PR) Accounting & Financial Reporting (A&FR) *14.

April 28, 2015. Stafford County Board of Zoning Appeals FROM: ATTACHMENTS: 3. Plat of property. 1. Application. 4. Layout of area used for business

April 28, 2015. Stafford County Board of Zoning Appeals FROM: ATTACHMENTS: 3. Plat of property. 1. Application. 4. Layout of area used for business 1 Board of Supervisors Gary F. Snellings, Chairman Laura A. Sellers, Vice Chairman Meg Bohmke Jack R. Cavalier Paul V. Milde, III Cord A. Sterling Robert Bob Thomas, Jr. April 28, 2015 Anthony J. Romanello,