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City of Lino Lakes, Minnesota <br />Management Report, Page 47 <br />Utility Billing System <br />During 1988 the City did not reconcile utility payments from the utility system to the general <br />ledger. This was due primarily to a turnover in the utility clerk position. During our examination <br />of the utility billing system, it was discovered there is no documentation of billing adjustments. <br />We recommend that the City establish written procedures regarding adjustments. <br />Developer Deposits <br />The City collects deposits from developers for costs which the City incurs during the permit <br />process. Remaining amounts are returned to the developer. The City has not been consistent in <br />coding costs against the developers deposit versus the construction funds once a project has been <br />started. We recommend the City develop procedures to establish at what point costs should be <br />charged to the construction fund rather than the developers deposit. The City's system of <br />calculating amounts to be returned to developers does not always produce adequate verifiable <br />documentation. We recommend that the City continue to review the system and improve <br />reconciliation procedures. <br />FINANCIAL ACCOUNTING SYSTEM <br />During 1989, the City purchased an in -house computer system. This system is intended to <br />provide the City with the following: <br />• Payroll System <br />• Utility Billing System <br />• General Ledger Accounting <br />• Word Processing <br />The utility billing system, payroll and word processing have been implemented. <br />The payroll and general ledger accounting systems are not functional. The City is reviewing <br />the general ledger package and had projected an implementation date in 1989. <br />The City is in great need of a computerized general ledger accounting system. The current <br />manual system does not produce timely or adequately summarized interim financial reports to <br />manage the City. Additionally, year -end efforts to produce financial statements are over <br />burdensome. Implementation and training provided by the vendor of the hardware and software <br />was not adequate to assist the City in initiating general ledger accounting. We recommend that the <br />City establish a phase -in period for implementation of the system. This process should be a <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />1 <br />