Fulton County Board of Commissioners
BOC Meeting Date
4/15/2015
Agenda Item Summary
Requesting Agency
Commission Districts Affected
All Districts
Finance
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
Approval of April 2015 Budget Soundings Confirmation
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
BOC review of budget soundings is required by the County’s budget law 3-109 Revisions and
Changes
Is this Item Goal Related? (If yes, describe how this action meets the specific Board Focus Area or Goal)
No
.
Is this a purchasing item?
No
Summary & Background
(First sentence includes Agency recommendation. Provide an executive summary
of the action that gives an overview of the relevant details for the item.)
The April 2015 Soundings Confirmation is submitted for your approval. Below is a brief summary of
each request and related justification.
JUVENILE COURT - ESTABLISH ONE (1) POSITION, (PAGE 3)
Establish one (1) new permanent position assigned to the existing classification of Grant
Procurement Officer, C43, Unclassified.
Juvenile Court is requesting to establish one (1) permanent Grant Procurement Officer, C43 position
to provide grant writing functions for a cluster of Court entities performing similar functions. The
following entities have been identified as members of the Juvenile Court Cluster: Juvenile Court;
Public Defender Court's Office (Juvenile); Youth and Aging Office; and Parents Attorney Office.
Juvenile Court and other entities performing similar functions operate accountability court programs
and other rehabilitative functions that strengthen the lives of court involved families by creating an
environment whereby families with underlying drug, mental health and parenting issues can receive
meaningful and relevant information. Like Juvenile Court, most entities performing above described
functions have traditionally relied on grants to fund their operations.
All Accountability Courts and similar social programs relevant to the above named entities would
greatly benefits from a permanent grant writer consistently seeking available state and federal
revenue neutral funds to enhance their various programs. Permanent staffs provide a level of
accountability, stability, institutional knowledge and a continuity of care that cannot be replicated by
temporary staff.
Agency Director Approval
Typed Name and Title
Phone
Signature
Date
Revised 03/12/09 (Previous versions are obsolete)
County Manager’s
Approval
Continued
The creation of this position would be funded by utilizing a portion of the $259,000 in funding that
was allocated to the Juvenile Court accountability courts programs by the Board of Commissioners
in the County's 2015 budget.
Included in Soundings per County Manager’s direction.
DEPARTMENT OF INFORMATION TECHNOLOGY - ESTABLISH ONE (1) POSITION, (PAGE 4)
Establish one (1) new permanent position assigned to the existing classification of IT
Assistant Director, D63, Unclassified.
Previously, Department of Information Technology had an Assistant Director position dedicated to
supporting the Public Safety and Justice agencies and that Assistant Director provided technical
leadership, managed the dedicated IT resources assigned to the CJIS applications team, and
ensured technical issues were resolved. The previous Assistant Director left the county, and the
County Manager moved the funding for the position into his department. The plan was for the
County Manager to have a Deputy County Manager solely dedicated to the CJIS community who
would provide the same support. That position has not been advertised or filled and as a result the
CJIS community has felt like they did not have a liaison for their technical issues and concerns. The
re-establishment of the CJIS IT Assistant Director will address that concern.
The IT Assistant Director will manage the CJIS team, which is comprised of a Project Manager and
four (4) system analysts. The person in this position will serve as the voice for the justice agencies
in dealing with system vendors, support negotiations, and escalation of system problems, failures
and changes. The IT Assistant Director would report directly to the CIO, but would have the
authority to interface with the infrastructure and networks Assistant Director when technical issues
arise, to get their assistance for resolutions.
The IT Assistant Director would provide direction and technical leadership on Odyssey, the
integrated criminal justice system, and be a liaison between the CIO and the Justice community.
The IT Assistant Director would manage all technical support issues for not only Odyssey, but other
CJIS applications such as Intergraph (Police RMS), Palatine (Electronic Warrants System), and
JCATS (Juvenile Courts Case System).
The IT Assistant Director will also attend the CJIS Policy Board meetings, represent the CIO, and
provide guidance on insuring technical problems get addressed. The CJIS community will have
the opportunity to have a panel member on the selection committee and provide questions to the
interview process.
Funding for this position will be provided from Department of Information Technology professional
services budget.
Included in Soundings per County Manager’s direction.
Continued
APPROVE IMPLEMENTATION PLAN FOR SHARED SERVICES FUNCTIONS IN FULTON
COUNTY GOVERNMENT , (PAGE 5)
FINANCE-ACCOUNTS PAYABLE SHARED SERVICES:
 Establish one (1) new permanent position assigned to the existing classification of Accounting
Supervisor, C51, Unclassified
 Establish two (2) new permanent position assigned to the existing classification of Accountant
I, B23, Unclassified
 Establish two (2) new permanent position assigned to the existing classification of Fiscal
Support Specialist II, B21, Unclassified
 Establish one (1) new permanent position assigned to the existing classification of Records
and Documents Specialist, B21, Unclassified
 Fund position #1364, Accountant II, C41, Unclassified
 Fund position #1876, Accountant II, C41, Unclassified
 Fund position #9890, Accountant I, B23, Unclassified
 Fund position #1556, Accountant III, C42, Unclassified
FINANCE-GRANT ADMINISTRATION SHARED SERVICES:
 Establish one (1) new permanent position assigned to the existing classification of Accountant
II, C41, Unclassified
 Establish one (1) new permanent position assigned to the existing classification of
Administrative Coordinator I, C41, Unclassified
 Establish one (1) new permanent position assigned to the existing classification of Financial
Reporting Coordinator, C43, Unclassified
 Establish two (2) new permanent position assigned to the existing classification of Grants
Administrative Manager, C51, Unclassified
 Fund position #2063, Accountant II, C41, Unclassified
 Fund position #3766, Accountant II, C41, Unclassified
 Fund position #3768, Accountant II, C41, Unclassified
PERSONNEL SHARED SERVICES:
 Establish one (1) new permanent positions assigned to the existing classification of Deputy
Personnel Director, D71, Unclassified
 Establish five (5) new permanent positions assigned to the existing classification of Human
Resources Consultant I, C41, Unclassified
 Establish three (3) new permanent positions assigned to the existing classification of Human
Resources Consultant II, C42, Unclassified
 Establish six (6) new permanent positions assigned to the existing classification of Human
Resources Consultant III, C43, Unclassified
 Establish one (3) new permanent position assigned to the existing classification of Human
Resources Performance Analyst, C43, Unclassified
 Establish one (1) new permanent position assigned to the existing classification of Human
Resources Performance Manager, D62, Unclassified
 Establish one (1) new permanent position assigned to the existing classification of Human
Resources Policy Advisor, D62, Unclassified
 Establish one (1) new permanent position assigned to the existing classification of Legal
Assistant, B23, Unclassified
Continued
During 2014, a review of County operations was conducted for possible centralization of support
services functions. The Support Services Departments were directed by the Board of
Commissioners to implement a comprehensive realignment of select internal service functions in
Fulton County Government under the direction of the County Manager and relevant Department
Heads.
Throughout this process, these departments are also refining process improvements to further
enhance benefits of streamlining the organization's services provided to both internal and external
users.
The County's support services, or internal services departments are determined to continue to
provide high quality services by ensuring that the county's team is equipped with the skills
necessary to provide efficient, effective and professional services to the departments which will
enhance service delivery to the citizens of Fulton County.
The goal is to centralize the vendor payment process, financial grants management and compliance,
account receivable, procurement, human resources, and technology functions in Fulton County
Government by realigning all necessary staff (county-wide) who perform these duties under the
direction and supervision of the applicable Department Head. The implementation of the shared
services functions must yield a reduction in budgeted positions throughout county departments of
$300,000 for Finance and $500,000 for the Personnel department, as approved by the Board of
Commissioners in the 2015 budget.
Included in Soundings per County Manager’s direction.
Contract & Compliance Information
.
(Provide
Contractor and Subcontractor details.)
Agency Director Approval
Typed Name and Title
Phone
Signature
Date
Revised 03/12/09 (Previous versions are obsolete)
County Manager’s
Approval
Solicitation
Information
No. Bid Notices Sent:
No. Bids Received:
Total Contract Value
Total M/FBE Values
Total Prime Value
NON-MFBE
MBE
FBE
TOTAL
.
.
.
Fiscal Impact / Funding Source
(Include projected cost, approved budget amount and account number,
source of funds, and any future funding requirements.)
No additional funding required – revenue neutral – transfer from impacted departments will be
presented in July Soundings.
(Provide copies of originals, number exhibits consecutively, and label all
exhibits in the upper right corner.)
Exhibits Attached
1). April Budget Schedule
Source of Additional Information
(Type Name, Title, Agency and Phone)
Agency Director Approval
Typed Name and Title
Phone
Signature
Date
Revised 03/12/09 (Previous versions are obsolete)
County Manager’s
Approval
Continued
Procurement
Contract Attached:
.
Solicitation Number:
.
Description:.
Previous Contracts:
.
Submitting Agency: Staff Contact:
.
.
Contact Phone:
.
FINANCIAL SUMMARY
MBE/FBE Participation:
Amount: .
%: .
Amount: .
%: .
Amount: .
%: .
Amount: .
%: .
Total Contract Value:
Original Approved Amount: .
Previous Adjustments:
.
This Request:
.
TOTAL:
.
Grant Information Summary:
Amount Requested:
.
Match Required:
.
Start Date:
.
End Date:
.
Match Account $:
.
Funding Line 1:
Funding Line 2:
.
.
Cash
In-Kind
Approval to Award
Apply & Accept
Funding Line 3:
.
Funding Line 4:
.
KEY CONTRACT TERMS
Start Date:
.
Cost Adjustment:
.
End Date:
.
Renewal/Extension Terms:
.
ROUTING & APPROVALS
(Do not edit below this line)
X
.
.
.
.
X
Originating Department:
County Attorney:
Purchasing/Contract Compliance:
Finance/Budget Analyst/Grants Admin:
Grants Management:
County Manager:
Oshikoya, Hakeem
.
.
.
.
Anderson, Dick
Date: 4/6/2015
Date: .
Date: .
Date: .
Date: .
Date: 4/9/2015
Budget
Page 1 of 5
FULTON COUNTY
APRIL BUDGET CONFIRMATIONS
April 15, 2015
Presented
to the
Board of Commissioners
by the
Finance Department
April Soundings Confirmation.xls
FULTON COUNTY, GEORGIA
SUMMARY OF BUDGET TRANSFERS TO BE SOUNDED
April Soundings Confirmation
Budget
Page 2 of 5
GENERAL FUND:
April SOUNDINGS:
Contingency
Actions
Beginning Contingency as of January 1, 2015:
Less April Soundings:
Less May Soundings:
Less June Soundings:
Less July Soundings:
Less August Soundings:
Less September Soundings:
Less October Soundings:
Ending Contingency Balance:
Page #
3
4
5
Department Name & Agency Number
Non-Contingency
Actions
$0
0
0
0
0
0
0
0
$0
Amount
Amount
Juvenile Court - 405
Department of Information Technology - 220
Implementation Plan for Shared Services Functions
$0
$0
$0
Total Request from Contingency
$0
Total Fund Impact
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
April Soundings Confirmation.xls
Budget
BUDGET SOUNDINGS FACT SHEET
April Soundings Confirmation
GENERAL FUND
Page 3 of 5
Action Required:
Establish one (1) new permanent position assigned to the existing classification of Grant Procurement Officer, C43, Unclassified
Effective April 22, 2015 pending BOC approval on April 15, 2015,
Juvenile Court
100-405-4051-1000
100-405-4059-1160
Salaries-Regular; Fringe Benefits
Professional Services
Increase
$82,904
Decrease
$82,904
Purpose (Justification):
Juvenile Court is requesting to establish one (1) permanent Grant Procurement Officer, C43 position to provide grant writing functions for a
cluster of Court entities performing similar functions. The following entities have been identified as members of the Juvenile Court Cluster:
Juvenile Court; Public Defender Court's Office (Juvenile); Youth and Aging Office; and Parents Attorney Office.
Juvenile Court and other entities performing similar functions operate accountability court programs and other rehabilitative functions that
strengthen the lives of court involved families by creating an environment whereby families with underlying drug, mental health and
parenting issues can receive meaningful and relevant information. Like Juvenile Court, most entities performing above described functions
have traditionally relied on grants to fund their operations.
All Accountability Courts and similar social programs relevant to the above named entities would greatly benefits from a permanent grant
writer consistently seeking available state and federal revenue neutral funds to enhance their various programs. Permanent staffs provide
a level of accountability, stability, institutional knowledge and a continuity of care that cannot be replicated by temporary staff.
The creation of this position would be funded by utilizing a portion of the $259,000 in funding that was allocated to the Juvenile Court
accountability courts programs by the Board of Commissioners in the County's 2015 budget.
Included in Soundings per County Manager's direction.
April Soundings Confirmation.xls
Budget
GENERAL FUND
Page 4 of 5
BUDGET SOUNDINGS FACT SHEET
April Soundings Confirmation
Action Required:
Establish one (1) new permanent position assigned to the existing classification of IT Assistant Director, D63, Unclassified
Effective April 22, 2015 pending BOC approval on April 15, 2015,
Dept of Information Technology
100-220-2202-1000
Salaries-Regular; Fringe Benefits
100-220-2203-1160
Professional Services
Increase
$115,776
Decrease
$115,776
Purpose (Justification):
Previously, Department of Information Technology had an Assistant Director position dedicated to supporting the Public Safety and Justice
agencies and that Assistant Director provided technical leadership, managed the dedicated IT resources assigned to the CJIS applications
team, and ensured technical issues were resolved. The previous Assistant Director left the county, and the County Manager moved the
funding for the position into his department. The plan was for the County Manager to have a Deputy County Manager solely dedicated to the
CJIS community who would provide the same support. That position has not been advertised or filled and as a result the CJIS community
has felt like they did not have a liaison for their technical issues and concerns. The re-establishment of the CJIS Assistant Director will
address that concern.
The IT Assistant Director will manage the CJIS team, which is comprised of a Project Manager and four (4) system analysts. The person in
this position will serve as the voice for the justice agencies in dealing with system vendors, support negotiations, and escalation of system
problems, failures and changes. The IT Assistant Director would report directly to the CIO, but would have the authority to interface with the
infrastructure and networks Assistant Director when technical issues arise, to get their assistance for resolutions.
The IT Assistant Director would provide direction and technical leadership on Odyssey, the integrated criminal justice system, and be a
liaison between the CIO and the Justice community. The IT Assistant Director would manage all technical support issues for not only
Odyssey, but other CJIS applications such as Intergraph (Police RMS), Palatine (Electronic Warrants System), and JCATS (Juvenile Courts
Case System).
The IT Assistant Director will also attend the CJIS Policy Board meetings, represent the CIO, and provide guidance on insuring technical
problems get addressed. The CJIS community will have the opportunity to have a panel member on the selection committee and provide
questions to the interview process.
Funding for this position will be provided from Department of Information Technology professional services budget.
Included in Soundings per County Manager's direction.
April Soundings Confirmation.xls
Budget
GENERAL FUND
Page 5 of 5
BUDGET SOUNDINGS FACT SHEET
April Soundings Confirmation
Action Required:
A). Approve Implementation Plan for Shared Services Functions in Fulton County Government
B). Finance-Accounts Payable Shared Services:
Establish one (1) new permanent position assigned to the existing classification of Accounting Supervisor, C51, Unclassified
Establish two (2) new permanent position assigned to the existing classification of Accountant I, B23, Unclassified
Establish two (2) new permanent position assigned to the existing classification of Fiscal Support Specialist II, B21, Unclassified
Establish one (1) new permanent position assigned to the existing classification of Records and Documents Specialist, B21, Unclassified
Fund position #1364, Accountant II, C41, Unclassified
Fund position #1876, Accountant II, C41, Unclassified
Fund position #9890, Accountant I, B23, Unclassified
Fund position #1556, Accountant III, C42, Unclassified
Effective April 22, 2015 pending BOC approval on April 15, 2015,
C). Finance-Grant Administration Shared Services:
Establish one (1) new permanent position assigned to the existing classification of Accountant II, C41, Unclassified
Establish one (1) new permanent position assigned to the existing classification of Administrative Coordinator I, C41, Unclassified
Establish one (1) new permanent position assigned to the existing classification of Financial Reporting Coordinator, C43, Unclassified
Establish two (2) new permanent position assigned to the existing classification of Grants Administrative Manager, C51, Unclassified
Fund position #2063, Accountant II, C41, Unclassified
Fund position #3766, Accountant II, C41, Unclassified
Fund position #3768, Accountant II, C41, Unclassified
Effective April 22, 2015 pending BOC approval on April 15, 2015,
D). Personnel Shared Services:
Establish one (1) new permanent positions assigned to the existing classification of Deputy Personnel Director, D71, Unclassified
Establish five (5) new permanent positions assigned to the existing classification of Human Resources Consultant I, C41, Unclassified
Establish three (3) new permanent positions assigned to the existing classification of Human Resources Consultant II, C42, Unclassified
Establish six (6) new permanent positions assigned to the existing classification of Human Resources Consultant III, C43, Unclassified
Establish one (3) new permanent position assigned to the existing classification of Human Resources Performance Analyst, C43, Unclassified
Establish one (1) new permanent position assigned to the existing classification of Human Resources Performance Manager, D62, Unclassified
Establish one (1) new permanent position assigned to the existing classification of Human Resources Policy Advisor, D62, Unclassified
Establish one (1) new permanent position assigned to the existing classification of Legal Assistant, B23, Unclassified
Effective April 22, 2015 pending BOC approval on April 15, 2015,
Purpose (Justification):
During 2014, a review of County operations was conducted for possible centralization of support services functions.
The Support Services Departments were directed by the Board of Commissioners to implement a comprehensive realignment of select
internal service functions in Fulton County Government under the direction of the County Manager and relevant Department Heads.
Throughout this process, these departments are also refining process improvements to further enhance benefits of streamlining the
organization's services provided to both internal and external users.
The County's support services, or internal services departments are determined to continue to provide high quality services by ensuring that
the county's team is equipped with the skills necessary to provide efficient, effective and professional services to the departments which will
enhance service delivery to the citizens of Fulton County.
The goal is to centralize the vendor payment process, financial grants management and compliance, account receivable, procurement, human
resources, and technology functions in Fulton County Government by realigning all necessary staff (county-wide) who perform these duties
under the direction and supervision of the applicable Department Head. The implementation of the shared services functions must yield a
reduction in budgeted positions throughout county departments of $300,000 for Finance and $500,000 for the Personnel department, as approved
by the Board of Commissioners in the 2015 budget.
Included in Soundings per County Manager's direction.
April Soundings Confirmation.xls