From: Wilson, Mary
Sent: Thursday, February 26, 2009 9:22 AM
To: Wilson, Mary
Subject: Reasons to Hire Finance Director For DSS


The Finance Department at DSS is managed by a senior fiscal administrator who has significant government revenue experience. What she lacks is a capacity to use that experience to develop strategic plan for DSS finance to (i) increase revenue, (ii) put in policy and procedural checks and balance, (iii) teach/educate division directors on financial accountabilities and (iv) manage the staff of finance department for maximum efficiency and effectiveness. Following are examples of the issues I have had to deal with since coming on board July 2008;

1. Request for budget, updated on a monthly basis
Response: still working on receiving something short of the 600 page detail for expense and revenue each month

2. Request for areas of opportunity to increase revenue
Response: sporadic discussions of "pots of money" that may come in. No discussion of opportunity to better utilize uncapped revenue funds available to counties

3. Discussion about using P-card as an efficiency
Response: P card will not make a difference. She did not understand that instead of reviewing 500 reimbursement transactions per month, we could go to 10 P cards and cut down transaction review time and build more accountability for purchases.

4. Request for discussion monthly with division Directors on Division finances
Response: Division Directors frustrated with her inability to explain the simplest concepts of revenue and expenses and confirm where budget is with respect to spending and availability

5. Turnover in department
Issue: I have received numerous complaints about her management style and inability to distribute work, grow competency and rough treatment of staff

6. Strategic discussion of budget cuts
Issue; suggestion was made to change administrative assistants to case managers and increase revenue. I had to ask for how much this would increase our revenue an walk through analysis process.

7. Review of FY 2010 budget
Issue: I am having to review and discuss budget process with senior fiscal administrator to 9i) understand where we are over for FY 2009 (and have not informed Budget) and how this will impact our projected budget cuts for FY2010

8. Staffing
Issue: staffing levels are down by 2 people in finance and there has not been a redeployment of staff to cover functions. It is haphazard and items are falling in between the cracks.

9. Approval Authority/Policy development?oversight
Issue: I have asked for review of areas where we have "risk" due to unclear approval authority/lack of policy or procedure or lack of oversight. I have not received any feedback but we currently have three investigations pending:
i. Clothing voucher: unnecessary budgeted item of approximately $200,000 for clothing for foster care which should be paid by foster care contracts
ii. Possible misappropriation of $80,000-$100,000 in the donated funds to YFS Giving Tree
iii. Possible misappropriation of $10,000 in the Community Resources Office

10. Lack of communication skills
Issue: The senior fiscal administrator lacks the communication skills to participate at the Senior Executive Team and add value to the discussions.

I am putting all this in writing to make the case for the position I have requested. The senior fiscal administrator is a valuable member of the DSS team but she is not the senior person needed to lead the finance effort to make DSS more efficient, effective and to create the new model we will need to deliver services during this economic downturn.

Please advise if you have any questions.

Regards,
Mary



Mary E. Wilson
Director
Department of Social Services
301 Billingsley Road
Charlotte, NC 28211
W) 704-336-Mary
C) 704-649-0568
mary.wilson@mecklenburgcountync.gov

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