CC PACKET 05241994 - Laserfiche WebLink

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Members of the City Council City of St. Anthony, Minnesota Utility Billing System, continued Two additional changes in utility procedures I would recommend the City to strongly consider would be: 1 . Require the payment of the final amount prior to the closing of the account. The collection difficulties encountered by City staff would be reduced or eliminated and accounts would be current. 2. Train additional office personnel to perform the utility billing and accounting duties of the individual responsible for these functions. Other Accounts Receivables The City maintains an informal subsidiary accounts receivable ledger, which needs to be closely monitored by staff. During the audit, it was noted that storm water charges billed -the Minneapolis Park Board had not been paid since inception of these charges. Staff was investigating this matter at the conclusion of the audit. Other receivables for minor services performed were noted as past due or delinquent. To insure timely payment of these accounts receivable, a system could be imple- mented to monitor collection of these accounts before they become past due. Staff should review this subsidiary ledger periodically and perform follow up procedures on accounts which are past due. Other Matters Grant Administration - The final report related to the federal grant of $213,000 for correcting the pumping deficiencies at the treatment plant needs_ to be completed by July 31 , 1994. Costs of $199,830 were incurred by-the City in connection with this project. According to the finance director, the balance of the grant funds remaining would be used to defray adminstration costs incurred. Proper documenta- tion of these costs should be formalized and maintained in the grant file. Once determined, the final report should be submitted to the regulatory agency to avoid the potential of having to return the unused portion of the grant. Proper accounting procedures have been developed to maintain the costs associated with the operation of the treatment plant, which are subject to reimbursement by the State of Minnesota. Investments - During the year, the finance director established subsidiary invest- ment ledgers for each type of investment maintained by the City. These ledgers provided the information required to properly record and account for investment activity. Investment balances from these ledgers were reconciled to the general ledger on a monthly basis and facilitated the recording of investment activity. It appears the finance director has done a commendable job of investing City funds throughout the year, despite- the drastic downturn in investment income potential. It was noted, the City realized an investment gain of approximately $155,000 from an investment maintained for less than two years.