IT in Plainfield

As Chair of the IT Committee, I gave a committee update at Monday’s Council meeting. The IT committee is focused on bringing Plainfield’s technology into the 21st century. There is no doubt that a strong technology infrastructure and IT vision will move the City forward.

The only option that has been discussed to address our technology need is to create a brand new position - Director of Data Processing (aka Director of Information Technology). I agree that we need better leadership and direction in this area. I do not agree, however, that the Council should create this position without an understanding of 1) the true cost to taxpayers and 2)other (less costly) options that exist to meet our needs.

Here are some facts:
1. No other municipality in Union County has an IT Director.
2. Woodbridge Township does have an IT Director, but shares the cost with Woodbridge BOE.
3. In September 2006 there was a Union County Summit on Shared Services. 18 municipal representatives attended, including Plainfield’s Carlton McGee. The consensus from that meeting - All municipalities are suffering from a poor IT structure and a shared services approach is the best approach.
4. Director of Data Processing salary ranges from $90,000 to $130,000. At that maximum number, this position would be the second highest salary in the City, costing more than any other non-union position except one.
5. The Director will not work alone. He or she will require staff and a budget for training, equipment, etc.

Here are the unanswered questions that the IT Committee has posed:
1. What will be the total IT cost (best estimate will do) for the remainder of this year? What are the annualized costs?
2. How does the City plan to off-set these costs?
3. What research has been done on the possibility of a shared service agreement, either to replace or to supplement the position of a Director?
4. Are there other options? (ex: Livingston has an IT Manager at 70k/yr)

The prevailing argument to move forward in creating this new expense is that we can’t afford to go any longer without investing in IT. I agree, we can’t. But we also can’t afford to make short-sighted decisions that would increase our budget at a time when other municipalities are taking huge actions to cut costs.

I am urging my colleagues on the Council to hold off on this decision until we are fully informed. Originally I voted to move the creation of this position forward because I was assured the Council would receive more information. We have not. Furthermore, I am not convinced that the Council will have any meaningful say in the funding of this position, once it has been created. The Administration is in charge of day-to-day operations of the City. The Council is the legislative body. While the Council votes on what the budget will be, it is ultimately the Mayor and her Administration that decide how the money is spent. Our government is set-up this way to ensure checks and balances and that is a good thing, but only if the Council makes thoughtful decisions.

I will continue to research this issue and hope to have more information by the end of the weekend.

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My memories of Washington, D.C.

I have an even deeper sense of purpose and drive after spending the last several days in Washington. The spirit of D.C. over the past few days cannot be put into words. Those of us gathered there were full of hope and happiness. We were celebrating a moment in time that will forever change the direction of our country.

Sunday’s “We Are One” Concert
Woodstock was before my time, but I’d imagine that Sunday’s Concert was a colder version of that. Hundreds of thousands of people gathered between Lincoln Memorial and Washington Monument for a star-studded celebration of Unity in America. I was at Washington Monument watching the Jumbotrons (which seemed more like mini-trons at the time) with a group of friends. Shivering, but happy, thousands of people stood together enjoying some of America’s greatest hits. The crowd was loud - talking with whoever was around them and bonding over the shared moment in history. Every time the camera panned to the Obamas people went wild! Those in attendance were only quiet during President Obama’s speech - you could hear a pin drop. The moment really hit me after President Obama spoke and Beyonce performed our National Anthem. The entire crowd was singing along, proud to be American and proud to have elected such an amazing man.

The Crowd at Washington Memorial

Jumbotron seems like "Mini-tron"

The crowd goes wild for Mr. President

The crowd cheers after President Obama's speech

Inaugural Parade and Swearing-in Ceremony
I was selected to volunteer for the Inaugural Parade, escorting ticketed individuals to their seats. Volunteers arrived at 5:30am. It was early and very cold, but spirits were high. Armed with many layers of clothes, hand-warmers, feet-warmers and a heavy coat, I braved the winter weather. Despite all the layers, there were times that I was concerned about my frozen fingers and toes! I just kept repeating, “This is a once-in-a-lifetime experience, this is a once-in-a-lifetime experience....” I bonded with other frozen volunteers and law enforcement agents as we waited for the crowds to move in.

Empty bleachers at 5:30am

Bonding with volunteers and security

Around 11:15am I took my first break and joined hundreds of other volunteers in one of D.C.’s visitor centers for a boxed lunch, much-needed heat and a television. There I watched Mr. Obama take the 35-word Presidential Oath and address the Nation. As usual, Mr. Obama did not disappoint! His speech was both thought-provoking and inspirational.

Volunteers watching Obama take the Oath

After the speech, I returned to the cold. Those with and without tickets had begun lining up as early as 4:00am so the sidewalks were packed by noon. Time passed quickly and the parade started around 3:30pm.

The bleachers are no longer empty

Supporters are cold, but enthusiastic

And the parade begins

You could hear a wave of applause and cheering erupt as the Obamas moved up Pennsylvania Avenue toward the White House. As I pulled off my gloves to get ready to take the most important picture of my life...I dropped my camera...and it didn’t turn back on! I was devastated. About 30 seconds after I realized my camera was broken, the Obamas drove by. I can’t complain, however, as I was at the front of the barricades and had a clear view of the family waving at the crowds. A few minutes later Vice-President Biden and his family walked by. I even got a friendly wave from Mr. Biden!

Fortunately, other volunteers who saw me drop my camera or heard my sob story were kind enough to send me their photos. This should give you a good idea of what I saw.

It's the First Lady and Sasha!


Vice-President Biden waving

Tuesday Night Gala
A good friend of mine who worked diligently on Obama’s campaign invited me to a gala hosted by an Illinois Congressman. I met many individuals who worked with Obama when he was a State Senator. It was a very enjoyable evening!

The Take-Away
I’ve included my favorite part of President Obama’s Inaugural Speech below:

“On this day, we gather because we have chosen hope over fear, unity of purpose over conflict and discord. On this day, we come to proclaim an end to the petty grievances and false promises, the recriminations and worn-out dogmas that for far too long have strangled our politics. We remain a young nation. But in the words of Scripture, the time has come to set aside childish things. The time has come to reaffirm our enduring spirit; to choose our better history; to carry forward that precious gift, that noble idea passed on from generation to generation: the God-given promise that all are equal, all are free, and all deserve a chance to pursue their full measure of happiness.” - President Barack Obama (1/20/09)

All of Plainfield’s leadership (including me) can learn from our new President. Genuine unity, transparent government and a focus on Plainfield’s needs will move the Queen City forward. This is an exciting time in history and the momentum exists to make real and lasting change. .

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Back from D.C.

I returned from D.C. late last night. It was an amazing experience. I attended Sunday’s concert, the Inaugural Parade, and the Illinois Ball (an unofficial ball). Unfortunately I’m experiencing technical difficulties with my camera. I will post my photos, videos and stories as soon as possible.

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Spending Wisely: Ensuring Value for Taxpayers

I want to ensure that you receive the best services possible at the lowest cost possible. I hate to be Dr. Doom, but the reality is that we are in very difficult financial times and we need to carefully consider how we are spending your money.

Even the kindest forecasts by financial analysts and market gurus suggest that this recession will last through most of 2009. Uglier economic predications suggest that the recession will last through 2011. The unemployment rate, already 7.2% in December, may still increase. The values of homes, down about 25% nationally, may still decrease. Financially, many Americans are already struggling and times may become even more difficult. Citizens are looking to their elected officials to help save money.

I was elected to understand how the City is spending money and to vote on these matters wisely. This is why I voted to table the resolutions giving city-owned cars to several City officials at the January 1 meeting. The Council and I needed more information on these expenditures. What is the cost to the taxpayers? What is the value? Is this expense necessary? Is having a city-owned car a perk or an important piece of an overall compensation package? Will denying a city-owned vehicle to these officials jeopardize the safety or well-being of any resident? These questions must be answered before the Council can make a wise decision. In the meantime, these officials still have access to their cars as I voted to grant temporary use.

I will continue to ask these types of questions and research answers throughout the year so that I vote wisely. I hope that the residents of Plainfield, my colleagues on the Council and the administration will support thoughtful decision-making.

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Financial Planning in Plainfield

There was a wealth of knowledge shared at this year’s NJ League of Municipalities Conference. The poor health of the economy brought hundreds of attendees to an early morning session entitled "Multi Year and Long Range Financial Planning". The session was informative, reminding elected officials and administrators of the basics of financial planning as well as highlighting increasingly popular methods of stretching taxpayer dollars.

A general consensus among the presenters was that a quality long-term budget forecasts 5-8 years out. It would be wise for Plainfield to plan that far out in advance. Of course, forecasting is only possible with meaningful historic data that has been analyzed appropriately. One of the first steps Plainfield must take is giving meaning to historic data. Understanding expenses and revenue streams aid in identifying financial opportunities and challenges.

During the week‘s many events, Governor Corzine proposed a temporary deferment of 50% of municipal payments into the state pension fund. The proposal requires legislative approval. However, if passed, New Jersey municipalities could opt to defer over $1 billion in pension fund payments. Governor Corzine emphasized that this would be a temporary deferment only and that payments would be made gradually by 2012 (original payment due + interest).

Such a deferment would certainly help Plainfield meet its immediate budget needs. However, other solutions still need to be explored. The Governor (and many others) emphasized shared equipment and services. Such methods have had a meaningful impact in surrounding communities. The Mayor and Council should be looking to extend or implement shared services agreements where logical.

In this “bail out plan” economy, we need to weigh every possible option in order to ease our financial woes. Getting a handle on Plainfield’s financial health must be made a priority if we are to move forward.

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A New Chapter in American History

Election night was one of the few nights I’ve heard my grandmother, so overwhelmed with emotion, cry the way she did. During our “Can you believe he just won?” phone conversation, I could barely understand my grandmother. She was sobbing tears of joy and disbelief. She recalled the hardships of growing up in Jim Crow South, raising children who would integrate the Arkansas school system and making the world’s best dinners for her grandchildren and their very diverse group of friends. She had already seen so much change already, but to see President-elect Obama and the new First Family stand victoriously on stage was not something that she expected to see in her lifetime.

This moment in time is a new chapter in America’s story. When my kids study Modern American History, they will ask me where I was and what I was doing when President Obama won the 2008 election. I will happily tell them that I was celebrating with family and friends in Plainfield, NJ where we were overwhelmingly pro-Obama and voted for change in our city.

Thank you to all the voters who supported me in this election and to all the voters who supported Obama. I look forward to bringing change to Plainfield just as Obama will bring change to our nation.

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Audit Findings Continued

The October 12 entry detailed three of the ten Audit Findings (Findings #1, 3 and 4). Because I’ve received so much feedback on that particular post and have responded to many questions on what the remaining findings were, I’ve decided to post that today. As the City continues the budget process, these are important to keep in mind.

Finding #2: Funds are not encumbered against amounts appropriated before goods or services ordered and purchases are made without any certification of availability of funds obtained from the Comptroller.
Recommendation: The encumbrance accounting system required by the Division of Local Government services should be adequately maintained.
Corrective Action: While the City has centralized purchasing system, it is not currently enforced. As stated in the Finding #1, a meeting will be held to train department heads and other responsible parties as to the proper purchasing procedures. Current financial software has provisions for encumbrance off all the purchase orders and ability to certify funds before purchases are made. Procedures will be changed in the Audi & Control Division to ensure that certification of funds are prepared and funds are encumbered on a timely basis. Access to the purchasing module of the financial software will be provided to various departments. Training will be held on the purchasing module. A procedure manual on purchasing and encumbrances will also be developed.
Implementation Date: October 2008

Finding #5: A detailed analysis of outside liens redeemed was not maintained.
Recommendation: Detailed analysis of outside liens redeemed should be maintained.
Correction Action: An outside consultant was hired to assist the Tax Department in addressing all redemption issues. The Tax Collector will analyze all information from the Tax Sale and subsequent redemptions and prepare an outside liens redeemed schedule. This schedule will be reconciled with the Audit & Control Division. Future reconciliations will be done on a monthly basis through bill lists and other means.
Implementation Date: October 2008

Finding #6: A detailed list of tax sale premiums collected was not maintained.
Recommendation: Detailed list of tax sale premiums collected should be maintained.
Corrective Action: The Tax Collector will analyze all information from the Tax Sale and subsequent redemptions and prepare a tax sale premiums schedule. This schedule will be reconciled with the Audit & Control Division. Future reconciliations will be done on a monthly basis through bill lists and other means.
Implementation Date: October 2008

Finding #7: Cancellation of tax overpayments were recorded as an increases to the levy instead of being shown as a reduction of liability.
Recommendation: Cancellation of tax overpayment be recorded on the tax computer system as a reduction of liability.
Corrective Action: Tax Collector procedures will be reviewed. Additional instructions and training may be necessary for all employees. Tax Overpayments will be reconciled monthly through monthly report, bill lists and other means.
Implementation Date: November 2008

Finding #8: A detailed analysis of federal and state grants receivable is not maintained.
Recommendation: Detailed analysis of federal and state grants receivable should be maintained.
Corrective Action: State grants receivable ledger will be computerized for SFY 2009. The Grants coordinator will be responsible for maintenance of this schedule.
Implementation Date: July 2008

Finding #9: The City has numerous inactive account balances in the sewer utility fund.
Recommendation: All inactive account balances should be reviewed for cancellation.
Corrective Action: All accounts in sewer utility fund will be reviewed during SFY 2009 budget preparation and provisions will be made for account balance cancellations. A resolution will be submitted to the City Council for the approval of cancellations.
Implementation Date: (This was left blank on the form I have)

Finding #10: An item “Deferred Charges - Cancelled receivable” which has remained unchanged for many years in the general capital fund should be reviewed.
Recommendation: The balance for Deferred Charges - Cancelled Receivables should be provided for.
Corrective Action: A balance for Deferred Charges - Cancelled Receivables will be reviewed during SFY 2009 budget preparation. Provisions will be made for account balance cancellations.
Implementation Date: September 2008

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