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HomeMy WebLinkAbout07/28/1994 FC minutesFINANCE COMMISSION Minutes of the Meeting July 28, 1994 Call to Order The meeting was called to order at 7:13 p.m. Those present included Chairman Richard Bachhuber, Commission Members John Engel, Newt Hallman, Ann Smilanic, and Earl Sutter. Also present were Finance Director David Jepson, and Assistant Finance Director Carol Widmer. Commission member Tom Pekras arrived at 7:18 p.m. Commission Members Vince Grochocinski and Jim Morrison were absent. II Accept Minutes of May 26. 1994 Meeting The minutes of the May 26, 1994 meeting were accepted as presented. III Other Business Finance Director David Jepson distributed a copy of Police Chief Ron Pavlock's June report to the Manager dated July 13, 1994, in which Chief Pavlock compares police activity for the first six months of 1994 to the first six months of 1993. This report reflects the three new officers that were approved by the Village Board in the 1993/94 budget. All categories in the report show increases in enforcement activity. Particularly notable is the increase in DLII arrests from 79 in 1993 to 143 in the same period in 1994. Other significant increases were in the number of adults and juveniles arrested in the first six months of 1994. Juvenile arrests increased from 210 to 271 or 29%, and adult arrests increased from 836 in 1993 to 1,267 in 1994, or 51.6%. IV Purchasing Procedures Finance Director David Jepson reviewed the Village's current purchasing procedures and the recent changes that have been made to help streamline the process. Currently the Village operates with a decentralized purchasing process in which each department does their own purchasing. All purchase orders are signed by the Department Director and the Finance Director. Purchase orders which total $500 or more require the Village Manager's signature as well. Current Village Code requires that any purchase over $4,000 must be by sealed bid. Changes to the present policy will include requiring the Village Manager's signature only on purchase orders totaling $1,000 or more, and while purchases over $4,000, but less than $10,000 will be by sealed bids, they will not require Village Board approval. The purpose of these changes is to streamline operations while still maintaining essential controls over the purchase operation. Commissioner Earl Sutter asked Mr.Jepson to review the internal controls that are in place. Mr. Jepson stated that the dollar amounts on all purchase order line items are checked to be sure that amounts have been budgeted and that funds are available, and only then does the Finance Director sign the purchase order. Before payment is made, a receiving ticket and invoice signed by the department is required. A formal payment listing is presented to the Village Board for their approval and bank reconciliations are completed on a timely basis each month. V 1993/94 Audit - Fund Balances Prior to the discussion of Village fund balances, Mr. Jepson first reviewed the results of the 1993/94 General Fund revenues and expenditures. Total revenues in the General Fund were $17,854,475 and total expenditures were $18,826,286, which resulted in a deficit of $971,811, without the Village Board authorized transfers of $650,000 from the Water Fund and $650,000 from the Capital Improvement Fund. The deficit was less than anticipated due to the increased revenue from the new utility tax. For the 1994/95 fiscal year, it is estimated that the revenues of $20,038,400 will exceed expenditures of $19,998,480 by $39,920. However, when the Village changes its fiscal year to a calendar year in 1995, the transition 8 month fiscal year is expected to result in a deficiency of $408,300. Revenues will include only the 2nd installment of the 1994 taxes while some expenses for the whole 12 month period will be included in the 8 month period. The 1996 calendar and fiscal year will then be financed from the 1995 tax levy and a $185,400 surplus is projected. The Village began the 1994/95 fiscal year with a total of $19,064,525 in available fund balances. Mr. Jepson and the Village Board have established recommended fund balances for all fund groups based on the characteristics and functions of the funds. The recommended balance for the general fund is approximately $3M or 15% of expenditures. This fund accounts for all Village monies not earmarked for other purposes. The actual fund balance as of 4/30/94 was $3.3M and it is estimated that as of 4/30/95, the balance will also be $3.3M. The Special Revenue Funds account for specific activities such as refuse disposal, motor fuel taxes and the Community Development Block Grant Funds. With the exception of the CDBG Fund, the target level for these funds is also 15 % of expenditures. However, the Refuse Disposal Fund had a negative fund balance as of April 30, 1994 and the estimated April 30, 1995 balance of $160,940 will be well below the recommended balance of $375,000. The debt service funds accumulate the funds necessary to pay the interest and principal on bond issues and installment contracts. Monies are allowed to accumulate in these funds and surplus funds are used to abate the tax levies. Excess funds are due to the 5 % that is added to the tax levy for loss and costs and also investment income earned on the funds. The Capital Projects Funds are primarily set up to spend the proceeds of bond issues. The Capital Improvement Fund mainly is funded from developer donations and currently the proceeds of the sale of the property at Pine/Wille have been included in that fund as well. Both the Water and Sewer Fund and the Parking Fund, which make up the Village's Enterprise Funds currently have exceeded the recommended levels of fund balance. These funds are accounted for on a full accrual basis in order to be able to compare the results of their operations with similar operations in the private sector. 1) The next group of funds, the Internal Service Funds, exist for the benefit of other Village departments. The Vehicle Replacement Fund purchases all Village vehicles and is funded through lease payments from the departments who require vehicles for their operations. All of the Village's insurance, including workers' comp, liability, and medical are accounted for in the Risk Management Fund. The Village experienced a very good year for insurance, particularly medical insurance, and so the Risk Management Fund balance currently exceeds the recommended level. The fund balances in the Pension Funds can only be used for the Pension Fund. They are not available for other Village purposes. Mr. Jepson briefly discussed the projected 1995, 1996, and 1997 tax levies. The new Refuse Disposal contract was very favorable to the Village and resulted in a projected uncommitted allocation in each of the next three years of $341,522, $375,035 and $408,921 based on the proposed 4% property tax increase in each of those years. These figures include actual reductions in the tax levies of $259,978 in 1995, $270,365 in 1996, and $281,179 in 1997. VI Adjournment The meeting was adjourned at 9:25 p.m. The next meeting is scheduled for August 25, 1994. CLW/sm Respectfully submitted, Carol L. Widmer, Assistant Finance Director 3