HomeMy WebLinkAbout04.20.11 Work Session Packet
City of Farmington
430 Third Street
Farmington, MN 55024
Mission Statement
Through teamwork and cooperation,
the City of Farmington provides quality
services that preserve our proud past and
foster a promisingfuture.
AGENDA
CITY COUNCIL WORKSHOP
APRIL 20, 2011
3:00 P.M.
CITY COUNCIL CONFERENCE ROOM
1. CALL TO ORDER
2. APPROVE AGENDA
3. DISCUSS FINANCE DEPARTMENT BUDGET
4. ADJOURN
PUBLIC INFORMATION STATEMENT
Council workshops are conducted as an informal work session, all discussions shall be considered fact-finding, hypothetical and unofficial critical thinking exercises.
which do not reflect an official public position.
Council work session outcomes should not be construed by the attending public and/or reporting media as the articulation of aformal City policy position. Only
official Council action normally taken at a regularly scheduled Council meeting should be considered as a formal expression of the City's position on any given matter.
FINANCE DEPARTMENT RESPONSIBILITIES
A. Bank reconciliation
1. Reconcile General Ledger to Bank Statement
2. Transfer CIS to JOE
B. Journal Entries
1. Payroll taxes (Federal, State, Medicare)
2. Sales/Use tax
3. Payroll insurance {Health Partners Flex spending,
4. Distribute exempt employee salaries to various departments
5. Investment entries (including bank charges and interest)
6. Quarterly distribution of City Utilities
7. Bond payment wires
8. Work Comp insurance allocation
9. Property Insurance allocation
10. IT Expense allocation
11. Budgeted Transfers
12. Police Holiday Pay
C. Accounts Receivable
1. Generate invoices
2. Record payment
3. Reconcile to General Ledger
D. Accounts Payable
1. Process Invoices for a weekly check run
2. Process checks
3. Process Positive Pay
4. Reconcile to AlP to the General Ledger
E. DMV Responsibilities
1. License vehicles
2. Replacement Plates
3. Change of class (marked to unmarked, regular to tax exempt)
4. Tab Renewals
F. Fixed Assets
1. Maintain a listing of all City Assets
2. Record additions and disposals
1
3. Depreciation calculation
G. Insurance
1. Process claims
2. Update assets and changes in personnel
3. Fill out annual renewal forms
H. Monthly Financial Reports for Council
1. Spreadsheet
2. Analysis
I. Prepare Annual Financial Statements
1. Prepare schedules for the Auditors
2. Prepare the Notes to the Financial Statements
3. Prepare the MD&A
4. Prepare Governmental, Enterprise, Internal Service and Government-wide Statements
5. Prepare documents for the newspaper
6. Prepare State Auditor reports
7. Prepare the Comprehensive Annual Financial Report (CAFR)
J. Prepare the Annual Budget
1. Prepare spreadsheets with updated information for all departments
2. Prepare Council memo's
3. Prepare reports for the State Auditors office
4. Prepare County reports
5. Prepare the Budget Book
6. Monitor the budget on a regular basis
K. Investments
1. Maintain investment schedule
2. Search for new investment opportunities
3. Allocate Interest
4. Maintain Collateral spreadsheet
5. End of year Mark-to-Market calculation
L. Liquor Store
1. Credit Card Accounts
2
a) Once Monthly Statements received, run balance sheet and detail for accounts.
Also, make copy of Bank Statement
b) Balance statements against detail and bank statement
c) If any discrepancies, research and resolve.
2. Monthly Spreadsheet
a) Once monthly financial statements are complete, update liquor store
spreadsheets with Inventory, COGS, and Sales items and update graphs to show
current month items
M. Laser Fiche
1. Prepare documents and attachments to be scanned
2. Scan into correct location, store files into database
N. TIF Reports
1. Prepare annual TIF reports
2. Submit TIF information to the County and State
3. Assist Community Development onTIF related issues
o. Special Assessments
1. Development Contracts:
. Process Divisions Received from County for new plats
. Process Assessments for New Developments in Property Data System and send
information to County
2. City Projects
a) Process Project Assessment spreadsheet into property Data System
b) When project levies, process assessment roll to be sent to Dakota County
electronically for certification.
c) Receipt assessment payments (with copy to Dakota County if roll certified)
3. Delinquent Municipal Services
. Calculate Certification/Administrative/Interest Fees per parcel
. Process spreadsheet into the Property Data system
. Receipt assessment payments with a copy sent to Dakota County
4. Release of Recorded Assessment Agreements (once payment is received)
5. Special Assessment Searches/Inquiries (Usually Daily)
3
P. Utility Billing
1. Daily
a) Balance CIS
b) Answer phone calls and respond to e-mails
c) Handle customer Service Walk-ins
d) CHECK DROP BOX
e) Review and update returned mailings
f) Review and update Title Transfer report information
g) Enter Payments into CIS
h) Close out service orders
i) Look up account number for checks received with no information
j) Set up new ACH requests
k) Enter garbage extra haul slips
I) Enter garbage discontinuation requests
m) Send final read service orders to public works
n) Set up new construction accounts
0) Process Bankruptcies
p) Set up appointments for turn on & turn offs
q) Set up appointments to trouble shoot reading problems
r) Send service orders to sanitation for garbage changes
s) Send information on accounts needed by title companies
t) Process Move in/move outs
u) Process NSF's
v) Review service order pending report
2. Process Final Bills: 2-3 Times per week
3. Process Credits on closed accounts - Weekly
4. Monthly
a) Process ACH payments
b) Enter recycling charges from Dick's Sanitation
c) Enter unpaid yard waste from Dick's Sanitation
d) Process penalties
e) Load Meter readings
f) Unload Meter readings
g) Review Pre-exception report and make necessary corrections
h) Run maintenance
i) Run and reconcile zero balances
j) Run non-zero balances
k) Run a trial billing and make necessary corrections
I) Run a final billing and make necessary corrections
m) Print Bills at Logis and contact Lone Oak to pick them up
n) Send Qualification reports to Lone Oak
5. Annually
4
a) Process Certifications to the County
b) Update Rate changes
c) Run year-end reports
Q. Other items
1. Monitor cash-flow on a daily basis
2. Analyze General Ledger Accounts
3. Review coding and other items on AlP invoices
4. Maintain petty Cash fund
5. Internal Audit
6. Review internal controls on a regular basis
7. Process C&S Vending commissions
8. Safety committee meetings
9. Employee club meetings
10. Run reports for various departments
11. Answer questions and explain processes to departments
12. Research various items for Council
13. Create Analysis of various issues for Council and other departments
14. Reconcile all accounts
15. Work with State Auditors during a Sales/Use Tax Audit or other audits
16. Assist in Payroll Audits (work comp, etc.)
5
FINANCE DEPARTMENT STAFFING OPTIONS
1. Add Accountant Bac;k into the Budget
Professional Svc $
Overtime
Salaries & Benefits from cut position
(Jan-Feb)
Add new position
Salary
FICA/PERA
Benefits
Total Cost to Replace Accountant
2. Promote Current Accounting Technician to
Accountant (Exempt Position)
Professional Services
Overtime
Salaries & Benefits from cut position
Promotion
Salary
FICA/PERA
Total Cost to Promote Staff
3. Add Part-time Staff Person
Professional Se-rvices
Overtime
Salaries & Benefits from cut position
Promotion
Salary
FICA/PERA
Total Cost to Add Part-time Person
(4,950)
(2,OOO)
(13,546)
52,235
8,424
11,748
(2,950) .
(2,000)
(13,546)
7,819
1,261
(2,950)
(2,000)
(13,546)
20,000
3,225
4. Add Part-time Staff Person and Promote Staff
Professional Services (4,950)
Overtime (2,000)
Salaries & Benefits from cut position (13,546)
Promotion
Salary
FICA/PERA
Total Cost
27,819
4,486
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CITY OF FARMINGTON, MINNESOTA
Dakota County, Minnesota
COMBINING STATEMENT OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCES - RECREATION FUNDS
For the Year Ended December 31, 2010
Rambling
Senior River S' .
Wlmmmg
Center Center Pool Total
REVENUES:
Intergovernmental $ $ 65,000 $ 65,000
Charges for Services 25,457 67,653 93,110
Contributions 20,082 20,082
Miscellaneous 7,196 40 4,666 11,902
Total Revenues 32,653 85,122 72,319 190,094
EXPENDITURES:
Current:
Parks and Recreation 145,521 18,922 110,730 275,173
Capital Outlay:
Parks and Recreation 69,363 69,363
Total Expenditures 145,521 88,285 110,730 344,536
Excess of Revenues
Under Expenditures (112,868) (3,163) (38,411) (154,442)
OTHER FINANCING SOURCES:
Transfers In 155,004 20,000 75,000 250,004
Net Change in Fund Balances 42,136 16,837 36,589 95,562
FUND BALANCES:
Beginning of Year (75,212) (176,423) 21,689 (229,946)
End of Year $ (33,076) $ (159,586) $ 58,278 $ (134,384)
121
CITY OF FARMINGTON
Dakota County, Minnesota
COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES-
NONMAJOR SPECIAL REVENUE FUNDS
For the Year Ended December 31, 2010
Police Park Recreation
EDA TIF Forfeiture Improvement Operations Arena Total
REVENUES:
Property taxes $ $ 154,971 $ $ $ $ $ 154,971
Intergovernmental 10,480 3,597 65,000 79,077
Charges for Services 93,110 284,674 377,784
Dedicated Fees 28,235 28,235
Assessments 125,778 125,778
Interest on Assessments 21,459 21,459
Contributions 539 20,082 105 20,726
Miscellaneous 14,397 4,438 11,902 1,416 32,153
Total Revenues 24,877 154,971 184,046 190,094 286,195 840,183
EXPENDITURES:
Current:
Public Safety 5,395 5,395
Parks and Recreation 20,408 275,173 364,113 659,694
Economic and Community Dev 76,499 8,073 84,572
Capital Outlay:
Parks and Recreation 71,122 69,363 140,485
Total Expenditures 76,499 8,073 5,395 91,530 344,536 364,113 890,146
Excess of Revenues Ova
(Unda) Expenditures (51,622) 146,898 (5,395) 92,516 (154,442) (77,918) (49,963)
OTHER FINANCING SOURCES (USES):
Sale of Capital Assets 17,933 4,778 22,711
Transfas In 250,004 250,004
Transfers Out (533,732) (90,300) (10,000) (634,032)
Total Otha Financing Sources (Uses) (515,799) (90,300) 4,778 (10,000) 250,004 (361,317)
Net Change in Fund Balances (567,421) 56,598 (617) 82,516 95,562 (77,918) (411,280)
FUND BALANCES:
Beginning of Year 325,180 199,467 5,046 131,476 (229,946) (178,985) 252,238
End of Year $ (242,241) $ 256,065 $ 4,429 $ 213,992 $ (134,384) $ (256,903) $ (159,042)
83