HomeMy WebLinkAbout#15 Financial Management ServicesSTAFF REPORT
DATE: February 7, 2017
REGULAR
ITEM #: 15
AGENDA ITEM: Financial Management Services Agreement
SUBMITTED BY: Kristina Handt, City Administrator
BACKGROUND:
Staff reached out to AEM Financial Management Services to provide financial services similar to a finance
director position. AEM contracts with a number of cities in MN to provide this service and I received
positive feedback from some of those other communities.
ISSUE BEFORE COUNCIL:
Should the Council contract with AEM Financial Services?
PROPOSAL:
Included in your packet is a proposal from AEM. The proposal includes information about the firm and
personnel, an agreement for financial services through 12/31/19, the scope of services covered, list of
communities with similar engagements, and a sample report of what would be provided to the Council on
a quarterly basis. The city attorney has reviewed the agreement and no legal issue were noted.
FISCAL IMPACT:
The annual fee for the rest of 2017 is $86,363. There will be additional charges related to audit preparation.
The hourly rate is included and more details will be provided once they have an opportunity to look at our
financial records.
In comparison, the annual cost for a finance director if hired at the market minimum (provided in the David
Drown Associates Classification and Compensation Study), including taxes and benefits (assuming family
insurance) would be $113,706.15.
The annual cost for services under the agreement in 2018 and 2019 would be $101,700 and $104,280
respectively.
OPTIONS:
1) Approve the Agreement for Financial Services
2) Amend and then Approve the Agreement for Financial Services
3) Do not approve the agreement
RECOMMENDATION:
“Motion to approve the Agreement for Financial Services with AEM Financial Solutions.”
ATTACHMENTS:
• AEM Financial Services Proposal
City of Lake Elmo
Lake Elmo, Minnesota
Submitted
February 1, 2017
AEM Financial Solutions, LLC
Grandview Square
5201 Eden Avenue, Suite 250
Edina, Minnesota 55436
952.835.9090
Contact Persons
Steven R. McDonald, CPA
952.715.3002
steven.mcdonald@aemcpas.com
Jean D. McGann, CPA
952.715.3059
jean.mcgann@aemfinancialsolutions.com
Proposal
TABLE OF CONTENTS
Letter of Transmittal 2
Welcome to ABDO, EICK & MEYERS, LLP 3
Firm Qualification and Experience
Governmental Client Services 4
Personnel 4
Agreement for Financial Services 5
Scope of Services 8
Similar Engagements with Other Governmental Entities 10
Agreement for the Provision of Professional Services 11
Appendix
A Professional Biographies
B Sample Quarterly Report
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LETTER OF TRANSMITTAL
Kristina Handt
City of Lake Elmo
3800 Laverne Ave. N
Lake Elmo, Minnesota 55042
Dear Kristina,
Thank you for the opportunity to submit this proposal to the City of Lake Elmo, Minnesota (the City) for financial management services.
Based on our past experience with cities of comparable size and complexity, we believe our structured contract with defined outcomes
offered through AEM Financial Solutions, LLC (AEMFS) would provide the City with excellent financial management services.
We believe our solution will continue to result in the City receiving high level information, continual improvement of processes and allow
the City to keep overall costs stable. Our proposal is based on the past work we have done, the needs of the City, and the experiences
we have had working with other cities. The proposal outlines the scope of services we believe will address the needs of the City.
The term of this contract shall be from February 18, 2017 through December 31, 2019 with a performance review at six months.
An AEMFS representative will be in the City offices as necessary to perform responsibilities as noted on the Scope of Services page.
Services will also be performed remotely as necessary.
Investment by the City for services is indicated in the financial page.
AEMFS would like to thank the City for the opportunity. We look forward to exceeding your expectations and developing a long-term,
mutually beneficial relationship.
Sincerely,
AEM Financial Solutions, LLC
an Abdo, Eick & Meyers, LLP Company
Steven R. McDonald, CPA Jean D. McGann, CPA
CEO President, AEM Financial Solutions, LLC
Partner, Abdo, Eick & Meyers, LLP
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Welcome to ABDO, EICK & MEYERS, LLP
“The investments into our People and Process make a difference
for you, our valued client. We focus on the challenges and needs that
are relevant to your business or government agency. This allows
us to be thoughtful in our approach in providing you with the best
solutions, and leaves you assured in the value of our deliverable.”
Steve McDonald - Managing Partner
Listen
Our process begins with listening.
We invest time to better understand
your goals and challenges.
Engage
Active engagement with DFK
International and domestic industry
associations allows us to provide
maximum value to your organization.
Deliver
Combing our internal expertise and
technological resources with what
we’ve learned about you allows us to
deliver a solution that exceeds your
expectations.
Hire
We focus recruiting efforts on
Minnesota state colleges and
universities. Innovative recruiting
strategies, including a strong social
media presence, allow us to attract
top talent.
Train
We’ve invested in a state-of-the-art,
on-site training facility and a full-time
Learning Director to ensure our team
is prepared to exceed your
expectations.
Reward
We focus on client results and reward
our team based on specific goals, not
hours billed.
People
Process
Going Beyond the Numbers
-3-
0
5
10
15
20
25
30
35
Partners /
Presidents
Managers /
Supervisors
Accounting
Staff
Support Staff Total
1
17
4
22
6 3
1
10
Non-CPA CPA
FIRM QUALIFICATIONS AND EXPERIENCE
For over 50 years, we’ve helped local governments throughout Minnesota serve their communities more efficiently. As the leading
governmental auditing firm in the state, we provide accounting, financial, and audit services to over 200 governmental entities. In 2009,
we established AEM Financial Solutions, LLC (AEMFS) a company dedicated to providing day-to-day accounting and financial
management services for local governments. The success of AEMFS stems from having over 17 years of government finance and audit
experience, six years of Big Four accounting Firm, and over 50 years of providing governmental services in Minnesota.
As an integral part of your team, we work with you to deliver one-of-a-kind solutions for improving best practices in your entire
organization. You can expect to work with our partners and managers to resolve issues ranging from operational effectiveness to long
term planning and workflow.
AEMFS is a division of Abdo, Eick & Meyers, LLP (the Firm). Overall the Firm has a professional staff of more than 131 in its Edina and
Mankato offices. AEMFS specializes in the governmental industry. The following summarizes the type of services we provide.
Governmental Client Services
Our governmental client base is composed of cities, municipalities and other public entities. They are as follows:
Finance director services for approximately 17 cities.
o 2 municipal clients receive the GFOA’s certificate of achievement for excellence in financial reporting
Process evaluation studies and recommendations
Operational effectiveness
Work flow implementation
Request for proposal development
Project feasibility analysis
Rate studies, long term strategic planning and capital improvement planning
Budget development and analysis
Personnel
AEMFS has a tremendous level of expertise and experience in providing Governmental services. Detailed biographies can be found in
Appendix A. This detail will demonstrate that when combined, we have over 55 years of providing solutions to governmental entities
along with over 25 years of private sector experience.
Our substantial governmental client base and commitment of staff to governmental services has provided our firm with the competence
to serve your professionally and efficiently.
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AGREEMENT FOR FINANCIAL SERVICES
THIS AGREEMENT, is made and entered into on February 1, 2017 by and between the City of Lake Elmo, Minnesota (hereinafter
referred to as the “City”), and AEM Financial Solutions LLC (hereinafter referred to as the “Contractor”).
Articles of Agreement & Recitals
WHEREAS, the City is authorized and empowered to secure from time to time certain professional services through contracts with
qualified consultants; and
WHEREAS, the Contractor understands and agrees that:
1. The Contractor will act as an Independent Contractor in the performance of all duties under this Agreement. Accordingly, the
Contractor shall be responsible for payment of all taxes, including federal, state and local taxes and professional/business
license fees arising out of the Contractor’s activities;
2. The Contractor shall have no authority to bind the City for the performance of any services or to obligate the City. The
Contractor is not an agent, servant, or employee of the City and shall not make any such representations or hold
himself/herself out as such;
3. The Contractor shall be the exclusive outsourced accounting service provider for the City during the term of this Agreement;
4. The Contractor shall perform all professional services in a competent and professional manner, acting in the best interests of
the City at all times.
5. The Contractor shall not accrue any continuing contract rights for the services performed under this contract.
NOW THEREFORE, in consideration of the mutual covenants and promises contained herein, it is agreed as follows:
ARTICLE I
INCORPORATION OF RECITALS
The recitals and agreement set forth above are hereby incorporated into this Agreement.
ARTICLE II
LIABILITY INSURANCE
Section 1 Liability Insurance: The Contractor shall obtain professional liability insurance, at their expense with liability insurance
coverage minimums in the amount of $2,000,000, which Contractor must secure and maintain during the term of this Agreement.
Contractor will provide City with proof of liability insurance coverage under this Agreement in writing upon request by the City.
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AGREEMENT FOR FINANCIAL SERVICES - CONTINUED
ARTICLE III
DURATION OF THE AGREEMENT
Section 1 Duration: This Agreement shall commence upon date of execution by all parties and will remain in effect until
December 31, 2019 unless earlier terminated as provided in Sections 2 and 3.
Section 2 City’s Termination Rights: City may terminate this Agreement upon sixty (60) days written notice in the event the City
determines in its sole discretion that it is not in the City’s best interest to continue using Contractor’s services. The City may terminate
on ten (10) days written notice of the Contractor fails to perform its obligations under this Agreement.
Section 3 Contractor’s Termination Rights: Contractor may terminate this Agreement upon thirty (30) days written notice to City in the
event City does not pay Contractor compensation as required under Article 5, Section 9 within fifteen (15) days after invoice is received
by City. In the event of non-payment within thirty (30) days, Contractor shall give City an opportunity to cure the default by giving a
notice of such non-payment and an additional five (5) days after the City’s receipt of the notice to remit such payment, prior to giving a
notice of termination. Contractor can also terminate the Agreement with one hundred twenty (120) days written notice if the Contractor
believes it is in its best interests to terminate the Agreement.
ARTICLE IV
RENEWAL OF THE AGREEMENT
Section 1 Renewal Period: Not less than ninety (90) days prior to the expiration of this Agreement, the City may provide written notice
of intent to renew this Agreement for an additional term of up to three years upon terms and conditions agreed upon by both parties to
the Agreement. If no such renewal agreement is executed by the parties, the Agreement terminates without further action of either party
on December 31, 2019.
ARTICLE V
GENERAL
Section 1 Authorized City Agent: The City’s authorized agent for the purpose of administration of this Agreement is the City
Administrator. Said agent shall have final authority for approval and acceptance of the Contractor’s services performed under this
Agreement and shall further have responsibility for administration of the terms and conditions of this Agreement. All notices under this
Agreement shall be sent to the person and address indicated below on the signature lines.
Section 2 Amendments: No amendments or variations of the terms and conditions of this Agreement shall be valid unless in writing and
signed by the parties.
Section 3 Assignability: The Contractor’s rights and obligations under this Agreement are not assignable or transferable.
Section 4 Data: Any data or materials, including, but not limited to, reports, studies, photographs, negatives, or any and all other
documents prepared by the Contractor or its outside consultants in the performance of the Contractor's obligations under this
Agreement shall be the exclusive property of the City, and any such data and materials shall be remitted to the City by the Contractor
upon completion, expiration, or termination of this Agreement. Further, any such data and materials shall be treated and maintained by
the Contractor and its outside consultants in accordance with applicable federal, state and local. Further, Contractor will have access to
data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this Agreement. Contractor
agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data
Practices Act, Minnesota Statutes Chapter 13 or other applicable law (hereinafter referred to as the "Act"). Contractor will not release or
disclose the contents of data classified as not public to any person except at the written direction of the City. Upon receipt of a request
to obtain and/or review data as defined in the Act, Contractor will immediately notify the City. The City shall provide written direction to
Contractor regarding the request within a reasonable time, not to exceed fifteen (15) days. The City agrees to indemnify, hold harmless
and defend Contractor for any liability, expense, cost, damages, claim, and action, including attorneys' fees, arising out of or related to
Contractor's complying with the City's direction. Subject to the aforementioned, Contractor agrees to defend and indemnify the City from
any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirements of the
Act. Upon termination and/or completion of this Agreement, Contractor agrees to return all data to the City, as requested by the City.
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AGREEMENT FOR FINANCIAL SERVICES - CONTINUED
ARTICLE V - CONTINUED
GENERAL - CONTINUED
Section 5 Entire Agreement: This Agreement is the entire agreement between the City and the Contractor and it supersedes all prior
written or oral agreements. There are no other covenants, promises, undertakings, or understandings outside of this Agreement other
than those specifically set forth. Any term, condition, prior course of dealing, course of performance, usage of trade, understanding, or
agreement purporting to modify, vary, supplement, or explain any provision of this Agreement is null and void and of no effect unless in
writing and signed by representatives of both parties authorized to amend this Agreement.
Section 6 Severability: All terms and covenants contained in this Agreement are severable. In the event any provision of this Agreement
shall be held invalid by any court of competent jurisdiction, this Agreement shall be interpreted as if such invalid terms or covenants
were not contained herein and such holding shall not invalidate or render unenforceable any other provision hereof.
Section 7 Contractor Fiscal Decision Waiver: Contractor is responsible for providing the City with timely and accurate financial
recommendations and information that allows City Council the ability to make final financial decisions. Contractor will provide final
financial recommendations, but is not responsible for the final decisions made regarding financial matters.
Section 8 City Employment of Contractors Employees; Should the City desire to employ the Contractors employee that is assigned to
the City during the term of this Agreement, it must have the written consent of the Contractor to enter into a City employee contract with
the Contractors employee. Should the Contractor agree to such arrangement, the agreement will include a payment equal to 50% of the
annual contracted cost, in addition to the annual contracted cost already paid to the Contractor. This restriction on employment applies
only during the term of this agreement.
Section 9 Compensation: The parties agree that the Contractor shall be paid compensation for the services provided hereunder,
payable for work performed in accordance with this Agreement, based on the fees indicated in Table 1 and under the attached scope of
services. Additional fees will not be incurred without prior approval of the City.
Table 1
Services Period Monthly Fee Annual Fee
February 18, 2017 - December 31, 2017 $ 8,225 $ 86,363
January 1, 2018 - December 31, 2018 8,475 101,700
January 1, 2019 - December 31, 2019 8,690 104,280
Audit Preparation - 2016 Hourly Rate
Gayle Bauman, Client Services Manager $ 185
Other accounting staff, as needed 125-335
Initial invoice will be sent within 10 days of the execution of this agreement. Monthly installment fees will be invoiced throughout the
remainder of this contract.
Section 10 Additional Services: Should the City request additional services in addition to the Contracted Services, the Contractor will
provide the City with proposed fees for the services to be provided. The City shall provide a written or electronic confirmation prior to
the proposed services implementation.
Section 11 Outside Contractors: It shall be the responsibility of Contractor to compensate any other outside consultants retained or
hired by Contractor to fulfill their obligations under this Agreement and shall be responsible for their work and Contractor, by using
outside contractors, shall not be relieved of its obligations under this Agreement.
-7-
SCOPE OF SERVICES
City Planned Time
Responsibility Frame
1. Cash and Investment monitoring
Reconcile cash and investments Monthly
Review Monthly to ensure timely and accurately balance Monthly
Verify bank has proper amount of collateral pledged to City's account
Request monthly collateral
statement from the bank Monthly
Review cash flow to ensure proper amounts are available for operations Monthly
2. Monthly/Quarterly Reporting
Complete quarterly dashboard of key indicators Quarterly
Provide narrative to quarterly financial report Review and provide input Quarterly
Review monthly budget to actual reports for coding errors Review and provide input Monthly
Review journal entries and payroll entries to ensure accuracy Review and provide input Bi-weekly
Review payroll and other monthly/quarterly reports Review and provide input Quarterly
941 reconciliation Review and provide input Quarterly
3. Annual Reporting
Complete Financial Reporting Form to the Office of the State Auditor June 30
Property Tax Levy Report to the Minnesota Department of Revenue December 31
PT Form 280 to the Minnesota Department of Revenue (if required) September 30
4. Audit Preparation for 2017 - 2018
Prepare work papers and gather support for the audit of the financial
statements
Cooperation in location
supporting documentation
as needed April 15
Prepare the Management Discussion and Analysis for the audit report City Administrator to review May 20
Prepare financial statements for auditors May 20
5. Annual Budget Preparation
Preliminary meeting with City management on budget objectives and strategy May 15
Prepare a City management's recommended property tax levy along with a
general outline of the City Budgeted funds including any potential budget
funding gaps. This will include the all funds summary and preparation of all
budget documents May - August
Assist in presenting preliminary budget to Council prior to September 30.August
Assist in the certification of the final of the tax levy to the County and
Minnesota Department of Revenue December 31
Contract Task
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SCOPE OF SERVICES - CONTINUED
City Planned Time
Responsibility Frame
6. Utility Billing
Review utility billing prepared by City Staff
Update utility billing system rates
Prepare assessment rolls for County
6. Miscellaneous Tasks
Provide oversight in recording/accounting for transactions Weekly
Attend 6 Council meetings for action items and budget discussions As needed
Attend monthly Finance Committee meetings as needed when on-site Monthly
Update Council, Administrator and staff of new accounting standards On-going
Provide assistance in reporting and closing out grant programs Monthly
Respond to surveys and information requests as they are received from
outside sources such as the League of MN Cities and Government Finance
Officers Association On-going
Monitor compliance for assigned activities On-going
Maintain office hours at 8 a week or as arranged in advance with the City
Administrator. May also utilize video conferencing as appropriate On-going
7. Special projects
Assist with issuance of bonds As needed
Audit prep for 2016
March - April
2017
Contract Task
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SIMILAR ENGAGEMENTS WITH OTHER GOVERNMENTAL ENTITIES
We have long-term relationships with many cities in Minnesota and have provided a sample of references of those we serve as their
Finance Director. Additional references are available upon request.
City of New Hope
Kirk McDonald | 763.531.5112
Engagement Partner - Steve McDonald
City of Pine City
Ken Cammilleri | 320.629.2575
Engagement Partner - Jean McGann
City of Forest Lake
Aaron Parrish | 651.209.9750
Engagement Partner - Jean McGann
City of Le Sueur
Jenelle Teppen | 507.665.6401
Engagement Partner - Jean McGann
City of Oak Grove
Loren Wickham | 763.404.7075
Engagement Partner - Jean McGann
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AGREEMENT FOR THE PROVISION OF PROFESSIONAL SERVICES
CITY OF LAKE ELMO, MINNESOTA
WHEREFORE, this Agreement was entered into on the date set forth below and the undersigned, by execution hereof, represent that
they are authorized to enter into this Agreement on behalf of the respective parties and state that this Agreement has been read by
them and that the undersigned understand and fully agree to each, all and every provision hereof, and hereby, acknowledge receipt of
a copy hereof.
City of Lake Elmo
3800 Laverne Ave N
Lake Elmo, Minnesota 55042
Name
Title
Name
Title
Date
AEM Financial Solutions, LLC
5201 Eden Ave. Suite 250
Edina, Minnesota 55436
Name
Title CEO
Date February 1, 2017
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Appendix A
Partner and President
Direct line 952.715.3059
jean.mcgann@aemfinancialsolutions.com
Qualifications
• 18 years of experience in government finance and auditing
• Over 7 years of experience in operations management
• Experienced in strategic planning and financial forecasting
• Experienced in identifying and implementing cost containment processes
• Policy development, internal control evaluation and project management
experience
Professional Memberships
• American Institute of Certified Public Accountants (AICPA)
• Minnesota Society of Certified Public Accountants
• Minnesota Government Finance Officers Association
• Government Finance Officers Association of the United States and Canada
Education
• Bachelor of Arts, Buena Vista University, Storm Lake, Iowa
• Continuing professional education as required by AICPA and Government
Accountability Office
Jean McGann, CPA
Mrs. McGann joined the Firm in 2013.
She is licensed to practice as a CPA in
Minnesota. Jean leads the Financial
Solutions group providing financial
management services, day-to-day
accounting and customized solutions for
local governments and nonprofit
agencies.
Outside of work Jean enjoys spending
time with family and friends. Jean
resides in Twin Cities with her husband
and their 2 children.
Client Services Manager
Direct line 952.715.3075
gayle.bauman@aemfinancialsolutions.com
Qualifications
• Over 18 years of experience working in City government finance
• Experience with budgeting, capital planning and debt management
• Budget reviewer for the Government Finance Officers Association
Professional Memberships
• Minnesota Government Finance Officers Association
• Government Finance Officers Association
Education
• Bachelor of Science in Accounting, Gustavus Adolphus College
o Minor in Mathematics
• Continuing professional education
Gayle Bauman
Ms. Bauman joined the firm in 2016
after working for many years in City
government finance. She has
previously held the position of Finance
Director for two cities in Minnesota.
Gayle has experience in all areas of
governmental finance including
budgeting, capital planning, debt,
financial reporting and cash
management. Finance departments
provide support to all city departments
and Gayle is continually looking for
efficiencies to assist others in doing the
best job they can do.
In her free time, Gayle enjoys golfing,
reading, crafts and spending time at the
family cabin in northern Wisconsin.
Client Services Accountant
Direct line 952.715.3066
jackie.thoennes@aemfinancialsolutions.com
Qualifications
•20 years of experience working with local governments in finance
•Works extensively with Utility Billing, Accounts Payable, Accounts Receivable,
Payroll, Point of Sale, and Budget Process
•Payment Service Network (PSN)
Professional Memberships
•American Payroll Association Northstar Chapter
Education
•Minnesota Certified Municipal Clerk
•Continuing professional education
Jackie Thoennes
Jackie Thoennes joined the firm in
September of 2016 as a Client Services
Accountant. Jackie has over 20 years
working in local government finance.
She specializes in working with utility
billing, payroll, fund accounting, and
point-of-sale along with various
accounting functions.
When not working, Jackie enjoys
spending time with her family and
attending her daughters sporting events.
Some of her favorite pastimes include
being at the lake and cheering on the
MN Vikings/Twins.
Appendix B
City of Sample
City, Minnesota
As of March 31, 20XX
XX Quarter Report
ACCOUNTANT’S COMPILATION REPORT
Honorable Mayor and City Council
City of Sample
Sample, Minnesota
We have compiled the accompanying statement of revenues and expenditures for the General Fund and statements of revenues and
expenses for the enterprise funds of the City of Sample as of March 31, 20XX, for the quarter then ended. We have not audited or
reviewed the accompanying financial statements and, accordingly, do not express an opinion or provide any assurance about whether
the financial statements are in accordance with accounting principles generally accepted in the United States of America.
Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting
principles generally accepted in the United States of America and for designing, implementing, and maintaining internal control
relevant to the preparation and fair presentation of the financial statements.
Our responsibility is to conduct the compilation in accordance with Statements on Standards for Accounting and Review Services
issued by the American Institute of Certified Public Accountants. The objective of a compilation is to assist management in presenting
financial information in the form of financial statements without undertaking to obtain or provide any assurance that there are no
material modifications that should be made to the financial statements.
Management has elected to omit substantially all of the disclosures and the statement of cash flows required by accounting principles
generally accepted in the United States of America. If the omitted disclosures and the statement of cash flows were included in the
financial statements, they might influence the user’s conclusions about the Company’s financial position, results of operations, and
cash flows. Accordingly, the financial statements are not designed for those who are not informed about such matters.
Sincerely,
AEM FINANCIAL SOLUTIONS, LLC
Honorable Mayor and City Council
City of Sample
Sample, Minnesota
Dear Honorable Mayor and City Council:
We have reconciled all bank accounts through March 31, 20XX and reviewed activity in all funds. The following is a summary of our
observations. All information presented is unaudited.
Cash and Investments
The City’s cash and investment balances are as follows:
3/31/20XX 3/31/20XX
Increase/
(Decrease)
Checking 2,245,295$ 1,295,511$ 949,784$
Investments (at market value) 974,393 963,006 11,387
Total cash and investments 3,219,688$ 2,258,517$ 961,171$
3/31/20XX 3/31/20XX
Increase/
(Decrease)
Checking 2,245,295$ 1,295,511$ 949,784$
Money market 70,131 4,649 65,482
Negotiable CDs 904,262 958,357 (54,095)
Municipal bond - - -
Government agency securities - - -
Total investments 3,219,688$ 2,258,517$ 961,171$
Investment Type
General Fund
YTD YTD Percent of YTD YTD Percent of
Receipts Budget Actual YTD Budget Disbursements Budget Actual YTD Budget
Taxes 82,041$ -$ - %General government 12,598$ 15,006$ 119.1 %
Intergovernmental 61,606 2,000 3.2 City Council 2,950 584 19.8
Licenses and permits 825 480 58.2 Executive 1,870 401 21.4
Charges for services 5,195 1,588 30.6 City Clerk 5,210 4,899 94.0
Fines and forfeitures 530 587 110.8 Financial administration 19,070 19,000 99.6
Special assessments 1,375 - - Law/legal services 2,500 2,053 82.1
Interest earnings 2,000 1,247 62.4 Community center 2,925 3,267 111.7
Miscellaneous 3,100 4,365 140.8 General government buildings 1,175 298 25.4
Contributions 750 975 130.0 Police 43,056 33,669 78.2
Fire 15,038 6,507 43.3
157,422$ 11,242$ 7.1 %Highways, streets, and roads 33,708 12,765 37.9
Lions 700 471 67.3
Parks 5,241 123 2.3
Varies more than 10% than budget positively
Varies more than 10% than budget negatively 146,039$ 99,043$ 67.8 %
Within 10% of budget
Key
$0
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
January 1 January February March April May June July August September October November December
General Fund Cash Balances 20XX - 20XX
20XX 20XX 20XX 20XX 50% reserve Prior year average
Current short-term rates being offered by financial institutions are very low as evidenced by the table of U.S. Treasury rates below.
The U.S. Treasury rates provide a benchmark perspective for rate of return.
Date 1 mo 3 mo 6 mo 1 yr 2 yr 3 yr 5 yr 7 yr 10 yr
12/31/20XX 0.07 0.12 0.19 0.29 0.61 1.02 2.01 2.71 3.30
12/30/20XX 0.01 0.02 0.06 0.12 0.25 0.36 0.83 1.35 1.89
12/31/20XX 0.02 0.05 0.11 0.16 0.25 0.36 0.72 1.18 1.78
3/31/20XX 0.04 0.07 0.11 0.14 0.25 0.36 0.77 1.24 1.87
6/30/20XX 0.02 0.04 0.10 0.15 0.36 0.66 1.41 1.96 2.52
9/30/20XX 0.03 0.02 0.04 0.10 0.33 0.63 1.39 2.02 2.64
12/31/20XX 0.01 0.07 0.10 0.13 0.38 0.78 1.75 2.45 3.04
3/31/20XX 0.03 0.05 0.07 0.13 0.44 0.90 1.73 2.30 2.73
6/30/20XX 0.02 0.04 0.07 0.11 0.47 0.88 1.62 2.13 2.53
9/30/20XX 0.02 0.02 0.03 0.13 0.58 1.07 1.78 2.22 2.52
12/31/20XX 0.03 0.03 0.12 0.23 0.69 1.11 1.68 2.00 2.20
03/31/20XX 0.05 0.03 0.14 0.26 0.56 0.89 1.37 1.71 1.94
Treasury yields
Budget Summary
A more detailed analysis of funds is included as Attachment A.
Cash Balance Summary
A detailed view of department totals compared with budget is included as Attachment B.
Investment Summary
A detailed summary of current investments is included as Attachment C.
Enterprise Fund Summary
A detailed summary of enterprise fund financial results is included as Attachment D.
Revenue and Expenditures
A detail of revenues and expenditures is included.
* * * * *
This information is unaudited and is intended solely for the information and use of management and City Council and is not intended
and should not be used by anyone other than these specified parties.
If you have any questions or wish to discuss any of the items contained in this letter or the attachments, please feel free to contact us at
your convenience. We wish to thank you for the continued opportunity to be of service and for the courtesy and cooperation extended
to us by your staff.
Sincerely,
AEM FINANCIAL SOLUTIONS, LLC
Attachment ACITY OF SAMPLE, MINNESOTA
STATEMENT OF REVENUES AND EXPENDITURES -
BUDGET AND ACTUAL -
GENERAL FUND (UNAUDITED)
FOR THE THREE MONTHS ENDED MARCH 31, 20XX
Actual
Budget thru Thru
3/31/20XX 3/31/20XX
REVENUES
Taxes*313,918$ *78,480$ -$ (78,480)$ N/A %
Local government aid*228,078 *57,020 - (57,020) N/A
Tax abatements 14,244 *3,561 - (3,561) N/A
Intergovernmental 18,347 4,587 2,000 (2,587) 43.6
Licenses and permits 3,300 825 480 (345) 58.2
Charges for services
Fire 18,500 4,625 1,418 (3,207) 30.7
Police 2,120 530 587 57 110.8
Other 2,280 570 170 (400) 29.8
Special assessments 5,500 1,375 - (1,375) -
Interest earnings 8,000 2,000 1,247 (753) 62.4
Miscellaneous revenue 12,400 3,100 4,365 1,265 140.8
Contributions and donations 3,000 750 975 225 130.0
TOTAL REVENUES 629,687 157,422 11,242 (146,180) 7.1
EXPENDITURES
General government 50,391 12,598 15,006 (2,408) 119.1
City Council 11,800 2,950 584 2,366 19.8
Executive 7,480 1,870 401 1,469 21.4
City Clerk 20,840 5,210 4,899 311 94.0
Financial administration 76,280 19,070 19,000 70 99.6
Law/legal services 10,000 2,500 2,053 447 82.1
Community center 11,700 2,925 3,267 (342) 111.7
General government buildings 4,700 1,175 298 877 25.4
Police 172,222 43,056 33,669 9,387 78.2
Fire 60,150 15,038 6,507 8,531 43.3
Highways, streets and roads 134,831 33,708 12,765 20,943 (1)37.9
Lions 2,800 700 471 229 67.3
Parks 20,962 5,241 123 5,118 2.3
TOTAL EXPENDITURES 584,156 146,039 99,043 46,996 67.8
EXCESS REVENUES
(EXPENDITURES)45,531 11,383 (87,801) (99,184) 113.0
OTHER FINANCING USES
Operating transfers out (80,500) (20,125) - 20,125 (2)-
(34,969)$ (8,742)$ (87,801)$ (79,059)$ N/A %
*Property taxes,assessments, and local government aids are only paid twice a year
Item Explanation of items percentage received/expended less than 80% or greater than 120% and $ variance greater than $15,000.
(1)Capital outlay budgeted has not been expended or transferred to capital funds to procure capital equipment.
(2)Operating transfers will be posted in 4th quarter.
Variance -
3/31/20XX
Percent
Received or
Expended
Based on
Budget thru
Budget
Annual
EXCESS (DEFICIENCY) OF REVENUES
AND OTHER FINANCING SOURCES
OVER (UNDER) EXPENDITURES AND
OTHER USES
(Unfavorable)
Favorable
Attachment BCITY OF SAMPLE, MINNESOTA
UNAUDITED CASH BALANCES BY FUND
MARCH 31, 20XX, DECEMBER 31, 20XX AND MARCH 31, 20XX
YTD Change
Balance Balance Balance From Change From
3/31/20XX 12/31/20XX 3/31/20XX 12/31/20XX 3/31/20XX
101 General 526,826$ 702,975$ 619,063$ (83,912)$ (1)92,237$
301 G.O. Improvement Bonds 20XX (628,348) - 1,826 1,826 630,174
302 G.O. Improvement Bonds 20XX 100,886 135,411 96,744 (38,667) (4,142)
303 G.O. Improvement Bonds 20XX - 244,658 191,763 (52,895) (2)191,763
376 TIF MN Energy 122,856 123,460 123,976 516 1,120
377 TIF MN Beef Industries, Inc (46,124) (46,124) (46,124) - -
401 Fire Equipment Donations 20,262 37,722 42,622 4,900 22,360
402 Public Works Reserve 607,063 265,945 267,057 1,112 (340,006)
403 Police Reserve 76,009 41,191 41,363 172 (34,646)
404 Fire Reserve 1,346 14,365 14,425 60 13,079
405 Ambulance Reserve 43,700 62,933 63,196 263 19,496
406 General Government Reserve 65,000 70,319 70,613 294 5,613
407 Infrastructure Reserve 925,000 347,691 349,145 1,454 (575,855)
408 Culture and Recreation Reserve 47,500 42,275 42,452 177 (5,048)
409 2014 Street Improvements - 715,927 702,334 (13,593) 702,334
601 Water (166,695) - 27,123 27,123 193,818
602 Sewer 116,001 166,065 173,272 7,207 57,271
609 Liquor Store 73,315 71,037 72,488 1,451 (827)
615 Ambulance 373,920 346,194 366,350 20,156 (7,570)
Total 2,258,517$ 3,342,044$ 3,219,688$ (122,356)$ 961,171$
Item Explanation of changes greater than $50,000.
(1)See General Fund Budget and Actual Statement for additional detail. Property tax and intergovernmental revenue are not receipted until July and
December. General fund reserves must be used to finance general operations until these revenue sources become available.
(2)Debt service obligations were due and paid. Property tax and special assessment will not be receipted until July and December.
General Water Varies more than 10% than budget positively
Debt Service Sewer Balance decreased more than 10% over prior year
TIF Liquor Store Balance within 10% of prior year
Capital project Ambulance
Fund Key
Fund
$(1,000,000)
$(500,000)
$-
$500,000
$1,000,000
$1,500,000
$2,000,000
General Debt Service TIF Capital project Water Sewer Liquor Store Ambulance
Cash Balance by Fund Compared to Prior Year
3/31/20XX 3/31/20XX
CITY OF SAMPLE, MINNESOTA
Schedule of Investments
For the Month Ending March 31, 20XX
Attachment C
14
Description
General Fund
Ambulance Donations
Ambulance Debit Card Acct
General Fund
Fire Dept Debit Card Acct
Twp/Donations Acct
Fire Truck Utility Acct
Police Dept
Liquor store Petty Cash
Ambulance CD
Ambulance CD
Ambulance CD
Money Market
BMW Bank
GE Cap Retail Draper Utah
CIT Bank
Goldman Sachs
GE Cap Bank Inc Retail
Goldman Sachs
Goldman Sachs USA NY
Safra Natl Bank NY
Sallie Mae SLC Bank
GE Cap Bk INC Retail
Sallie Mae BK Murray, UT
Market Value Cost Market Value
1/1/20XX Deposits Expenditures Transfers Interest 3/31/20XX 3/31/20XX Unrealized Gain / Loss
516,267.21$ 906,734.90$ (1,062,797.52)$ -$ 133.12$ 360,337.71$ 360,337.71$ -$
53,588.01 4,300.00 (535.44) - 20.26 57,372.83 57,372.83 -
1,882.33 - (250.93) - 0.68 1,632.08 1,632.08 -
923,197.66 - (250,000.00) - 2,270.84 675,468.50 675,468.50 -
574.97 - - - 0.22 575.19 575.19 -
4,741.30 12,055.00 - - 2.88 16,799.18 16,799.18 -
10,188.16 - - - 3.79 10,191.95 10,191.95 -
4,675.43 5.00 - - 1.74 4,682.17 4,682.17 -
12.94 335.00 (335.00) - - 12.94 12.94 -
32,065.17 - - - 96.00 32,161.17 32,161.17 -
24,402.16 - - - 90.84 24,493.00 24,493.00 -
132,709.95 - - - 496.77 133,206.72 133,206.72 -
3,852.48 273,000.00 (287,000.00) 10,486.07 2.85 341.40 70,000.00 69,658.60
64,094.72 - 64,000.00 (548.47) 548.47 127,546.25 127,000.00 (546.25)
62,155.62 - (62,000.00) 340.07 340.07 495.69 62,269.70 61,774.01
73,503.70 - (73,000.00) 618.80 618.80 1,122.50 73,960.68 72,838.18
74,780.70 - (74,000.00) 649.27 649.27 1,429.97 75,084.10 73,654.13
73,405.88 - - 404.81 1,382.21 73,810.69 73,648.24 (162.45)
62,981.73 - - 693.00 693.00 63,674.73 63,151.20 (523.53)
77,801.10 - - 638.99 1,464.73 78,440.09 77,963.34 (476.75)
88,669.81 - - 360.87 711.99 89,030.68 88,936.81 (93.87)
74,950.50 - - 556.04 1,859.24 77,365.78 75,314.25 (2,051.53)
49,446.50 - - 403.29 403.29 50,253.08 49,733.00 (520.08)
- - - - - - - -
2,409,948.03$ 1,196,429.90$ (1,745,918.89)$ 16,921.14$ 11,791.06$ 1,882,762.70$ 2,153,994.76$ 271,232.06$
Cost Market Value Variance
Maturity 3/31/20XX 3/31/20XX 3/31/20XX
Current 1,311,614.37$ 1,380,726.72$ 69,112.35$
< 1 year 571,148.33 773,268.04 202,119.71
1-2 years - - -
2-3 years - - -
3-4 years - - -
5+ years - - -
1,882,762.70$ 2,153,994.76$ 271,232.06$
Weighted average
Rate of return 0.47% 3/31/20XX
Average Maturity (years)0.97 3/31/20XX
Market Value
Investment Type 3/31/20XX
Money Market 70,000.00$
Brokered CD 956,922.21
Government Securities -
Municipal Securities -
Checking 1,127,072.55
2,153,994.76$
3.2%
44.4%
0.0%0.0%
52.3%
Money Market
Brokered CD
Government Securities
Municipal Securities
Checking
$-
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
$1,600,000
Current < 1 year 1-2
years
2-3
years
3-4
years
5+ years
Maturities
Cost Market Value
Attachment DCITY OF SAMPLE, MINNESOTA
STATEMENT OF REVENUES AND EXPENSES -
BUDGET AND ACTUAL -
LIQUOR STORE FUND (UNAUDITED)
FOR THE THREE MONTHS ENDED MARCH 31, 20XX
Actual Actual Variance -Budget
Thru Thru Favorable Thru
3/31/20XX 3/31/20XX (Unfavorable)3/31/20XX
REVENUES
On sale 36,928$ 48,194$ 11,266$ (1)35,650$ 135.2 %
Off sale 39,802 42,505 2,703 44,750 95.0
Other merchandise 18,676 21,316 2,640 11,750 181.4
Cigarettes, other 1,744 1,886 142 2,000 94.3
Pulltab 2,047 2,593 546 2,500 103.7
Miscellaneous 3,176 10,056 6,880 1,800 558.7
TOTAL REVENUES 102,373 126,550 24,177 98,450 128.5
EXPENSES
Salaries and benefits 29,593 32,523 2,930 28,892 112.6
Supplies 8,266 6,955 (1,311) 4,475 155.4
Cost of goods sold 69,372 75,207 5,835 51,300 146.6
Other 13,757 10,107 (3,650) 14,338 70.5
Depreciation - 2,225 2,225 2,225 N/A
TOTAL EXPENSES 120,988 127,017 6,029 101,230 125.5
EXCESS REVENUES OVER
EXPENSES (18,615)$ (467)$ 2,313$ (2,780)$ - %
Sales 113,901$
Cost of sales 75,207
Gross profit 38,694$
Gross profit percentage March 31, 20XX 34.0%
*20XX municipal liquor state report is not available at this time. An estimated average has been used for comparison.
Item Explanation of items percentage received/expended less than 80% or greater than 120% and $ variance greater than $10,000.
(1)Liquor sales are up 25% ($5,241) from 1st Quarter of 20XX and beer sales are up 39% (6,101) from 1st quarter of 20XX.
Received or
Expended
Based on
Budget Thru
3/31/20XX
Percent
33.4%
41.1%
44.5% 43.8% 45.4% 44.6%
37.2%
37.3% 39.1% 39.6% 38.4% 38.3%
20.0%
25.0%
30.0%
35.0%
40.0%
45.0%
50.0%
20XX 20XX 20XX 20XX 20XX 20XX
Gross Profit Percentage vs. State Average
Gross profit percentage State average
Attachment DCITY OF SAMPLE, MINNESOTA
STATEMENT OF REVENUES AND EXPENSES -
BUDGET AND ACTUAL -
WATER FUND (UNAUDITED)
FOR THE THREE MONTHS ENDED MARCH 31, 20XX
Received or
Expended
Actual Actual Variance -Budget Based on
Thru Thru Favorable Thru Budget Thru
3/31/20XX 3/31/20XX (Unfavorable)3/31/20XX
REVENUES
Charges for services 47,335$ 47,973$ 638$ 51,112$ 93.9 %
Miscellaneous 25 51 26 - 100.0
TOTAL REVENUES 47,360 48,024 664 51,112 94.0
EXPENSES
Salaries and benefits 8,595 8,369 (226) 8,689 96.3
Supplies 2,387 4,608 2,221 6,125 75.2
Other services and charges 1,802 5,468 3,666 2,831 193.1
Repair and maintenance 460 - (460) 5,125 -
Utilities 5,761 3,686 (2,075) 5,000 73.7
Interest - - - 2,819 -
Depreciation - 26,250 26,250 26,250 100.0
TOTAL EXPENSES 19,005 48,381 29,376 56,839 85.1
EXCESS REVENUES OVER
EXPENSES 28,355$ (357)$ 5,370$ (5,727)$ 6.2 %
Item Explanation of items percentage received/expended less than 80% or greater than 120% and $ variance greater than $10,000.
(1)NONE
Percent
WATER FUND
3/31/20XX
$-
$50,000
$100,000
$150,000
$200,000
$250,000
January March May July September November
Water Sales Comparison 20XX - 20XX
20XX 20XX 20XX
Attachment D
Actual Actual Variance -Budget
Thru Thru Favorable Thru
3/31/20XX 3/31/20XX (Unfavorable)3/31/20XX
REVENUES
Charges for services 14,243$ 15,935$ 1,693$ 18,860$ 84.5 %
Miscellaneous - 347 347 250 138.8
TOTAL REVENUES 14,243 16,282 2,040 19,110 85.2
EXPENSES
Salaries and benefits 5,855 5,324 (531) 6,475 82.2
Supplies 3,139 112 (3,027) 1,000 11.2
Other services and charges 1,755 1,716 (39) 2,334 73.5
Repair and maintenance 1,379 374 (1,005) 129,125 0.3
Utilities 480 1,549 1,069 2,500 62.0
Interest - - - 1,320 -
Depreciation - 19,950 19,950 19,950 100.0
TOTAL EXPENSES 12,608 29,025 16,417 162,704 17.8
EXCESS REVENUES OVER
EXPENSES 1,635$ (12,743)$ 130,850$ (143,593)$ 8.9 %
Item Explanation of items percentage received/expended less than 80% or greater than 120% and $ variance greater than $10,000.
(1)NONE
CITY OF SAMPLE, MINNESOTA
STATEMENT OF REVENUES AND EXPENSES -
BUDGET AND ACTUAL -
SEWER FUND (UNAUDITED)
FOR THE THREE MONTHS ENDED MARCH 31, 20XX
Percent
3/31/20XX
SEWER FUND
Budget Thru
Based on
Expended
Received or
$(20,000)
$(10,000)
$-
$10,000
$20,000
$30,000
$40,000
$50,000
$60,000
$70,000
$80,000
$90,000
January February March April May June July August September October November December
Sewer Sales Comparison 20XX - 20XX
20XX 20XX 20XX