Functions
Payroll
The Carterton District Council employs 32 full-time and 2 part-time staff. The payroll is processed fortnightly and funds are direct credited into staff bank accounts. A number of community groups also have their payroll paid by the Council on an agency basis.
Creditors
The payment of all external purchases are processed via the computer system, with payments generally by way of cheque. A monthly cheque run is produced around the 15th of each month with prompt cheques produced once a week (Thursdays). All payments must have a general ledger coding and the correct authorisation and documentation attached before they can be processed for payment.
Debtors
All externally charged income is processed via the computerised debtors system. The Accounting Officers issue invoices and statements to debtors based on the documentation supplied by the person authorised to generate the charge. Invoices are issued for things such as hall hire, landfill charges and water by meter.
Rates
The Council's income is derived largely from the rating of properties in the district. The computer system caters for the levying of rates on each property using a mixture of charges, land values and capital values and then records the financial transactions against each property. The rates department is responsible for up-keep of the property and rating records, the sending out of instalment notices, the collection of rates arrears and the answering of queries from ratepayers.
Front Office
This is the Council's public face for most ratepayers. Staff at the cashier counter process payments of rates, sundry debtors, dog registrations, parking tickets and handle general enquires. The computer screens are linked to the main system and takings are reconciled to the amount banked each day. These staff also look after rental debtors.
I.S. (Information Systems) Department
This department supports all Council's computer systems, excluding the library. Work stations generally consist of a PC connected to the networks. Staff can access their files in Microsoft Office applications or the NCS financial system or the Council's intranet. All hardware, operating systems and networks are supported by the I.S. department.
A Geographic Information System (GIS) provides maps and aerial photography information on screens and in hard copy format for incorporation into Council reports and information to the public.
General Ledger/Accounting & Finance
The product of the other financial systems is the general ledger. All income, expenditure assets and liabilities are recorded, reconciled, summarised and reported through to Managers and Council. Council's investment portfolio and debt are managed, bank reconciliations done regularly, insurance claims managed and statutory returns (GST, FBT, PAYE etc) prepared by staff with the above section. The financial aspects of the Council's Annual Plan and Annual Report are key outputs of this department, as are the preparation of the Long Term Financial Strategy, Funding Policy and Investment and Borrowing Policies.
Accounting Department Staff
Price, Waterhouse, Cooper are Council’s Accountants
Teamleader Finance – Sue Parker
Rates Clerk – Sue Fleet
Accounting/Payroll Clerk/Cashier – Sandra Hayes
I.S. Staff
NCS are Council’s main IS consultant
Helpdesk – Natasha Spiekman
GIS Consultants – Splice Group
