HomeMy WebLinkAboutManagement Report and Recommendations CITY OF OAK PARK HEIGHTS, MINNESOTA
MANAGEME REPOR A ND RE
DECEMBER 31, 1980
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City of Oak Park Heights
Management Report, Page 2
Since 1977, State aids (local government - per capita - aid; homestead credits; and
other_ aids) and local property taxes used to finance the General and Special Revenue
Funds of the City of Oak Park Heights were as follows:
_ State Aids Proper Taxes _
Yea Amount P er Ce Amount Per Cent
1978 $101,746 20.59% $211,577 42.85
1979 111,149 22.74 219,802 44.97
1980 125,222 25.47 276,402 56-23
As the above schedule indicates, State aids increased by 23% in two years; while
local property taxes have increased by 300 over the same period. State aids used to
finance the General and Special. Revenue Funds of the City of Oak Park Heights are detailed
as follows for 1978, 1979 and 1980:
^— D 1978 _ _1_979 v 1980
Local government aid $ 77,434 $ 77,434 $ 79,564
Homestead credits 9,442 10,710 20,174
Police aid 8,381 8,127 9,037
All other 11,489 _1 4,878 16,4
Total: $106 ,746 $111 ,149 $125 ,222
Increase $ 4,403 $ 14,0
Percent increase 4.12% 12.66%
In addition to the above aids, the City receives homestead credit aid in other_ City
funds for which property taxes are levied (iec Debt Service and Special Assessment
Funds). Total homestead credit aid received by the City was $12,857, $14,402 and
$26,228 for 1978, 1979 and 1980 respectively. Additionally, the City receives other
State aids (Shade Tree and Lawcon Grant) to finance various capital programs of the City.
City of Oak Park Heights
Management Report, Page 3
Local property taxes are levied by the City each October for collection in the sub-
sequent calendar year. However, this tax levy is not entirely paid by the property
owners. A part of each annual tax levy is paid by the State (homestead credit) and a
part is paid from the fiscal disparities pool. Current tax collections (by payor) were
as follows for 1978, 1979 and 1980:
Payor 1978 1979 1980
Local taxpayers $282,920 $290,391 $34
State -- homestead credits 12,857 14,402 26,228
Fiscal disparities 788 1, 172 1,455
Totals $296 ,5,55 $30 5,965 $ 374,902
As the above data illustrates, local property taxes (paid by local property
taxpayers) have increased by $64,000 over !:':e past two years while total taxes
increased by $78,300. The remaining increases were paid by homestead credits and fiscal
disparity collections. Sh-)wn on a basis of percents current tax collections (by payor)
were as follows for 1978, 1979, 1980
Payo _ 1978 _ 1979 1980
Local taxpayers 95.400 94.91% 92.61%
State - homestead credits 4..33 4.71 7.00
Fiscal disparities _ _- .38 _ .39
Totals 10 100.001 100.0
The above illustrations are indicative of the level and past trends of State aids to
local government units. The major change in 1980 (over 1979) was an increase in the
maximum homestead credit from $325 in 1979 to $550 in 1980. The maximum homestead cre-
dit for 1981 is $650, The effect of this ci rje is to decrease property taxes (paid by
local taxpayers) on homestead property.
City of Oak. Park Heights
Management: Report, Page 4
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During 1980 and continuing into 1981, the State is experiencing a budget crisis. A
large part of the State's budget is devoted to collecting various taxes at the State
level and then, passing these taxes onto Cities, Counties, School Districts and other
local government units. with this situation, the State budget crisis will eventually
effect the financing of local government units including the City of Oak Park Heights.
Although the outcome of the State budget crisis is yet to be determined, it appears
likely that the past trend of increasing State aids will not continue. Additionally, it
appears likely that this trend will be reversed with a larger_ portion of the cost of City
government being born by the local. taxpayers. The following major changes (affecting
Minnesota cities) are now under consideration at the State:
Decrease or freeze on local government (per capita) aid and
homestead credit aid paid to Minnesota cities.
® Change in the timing of local government aid payments to
Minnesota cities.
v 8% Tax Levy Limitation on all taxes levied by Minnesota
cities, including the City of Oak Park Heights.
A decrease or freeze in aids to cities would result in a direct shift from State
financing to Local property tax financing. This type of change seems likely and would
be a direct reversal of the past trend, assuming no change in the levy limitation
formula. Each one dollar_ decrease in State aid would result in a one dollar increase in
local property taxes. Additionally, if these aids are only frozen, local taxpayers
z would bear the entire burden of cost increases.
A change in the timing of local government aid payments would not effect the
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financing of annual City budgets. However., such a change would effect the level of
minimum operating surplus required to provide for the cash -flow needs of the City's
General Fund. Should the State decide to pay these aids semi- annually (instead of
quarterly) the City would require an additional cash -flow surplus equal to one -half of
annual local government aid payments.
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City of Oak Park Heights
Management Report, Page 5
The proposed (now actual) change in the State levy limitation Statute is the most
critical change effecting the City of Oak Park Heights. Heretofore, the City was exempt
from the State's levy limitation Statutes. However, effective with the City's 1981/1982
tax levy, the City of Oak Park Heights will be subject to the new State levy limitation
Statutes. `.Phis change has the effect of reducing the independence and the autonomy of
the City Council and City of Oak Park Heights. Effective with the 1982 budget, the City
will no longer have the ability to levy taxes based solely upon decisions of the City
Council. Accordingly, the financial. importance of financial, planning is greatly
enhanced.
Financial Manage Requ irements
Financial management requirements for all Cities (Nationally) have increased tremen-
dously during the past several years. Prior to 1970, most Minnesota Cities reported
their financial activity substantially on the basis of cash receipts and cash
disbursements. The financial management of a City was limited to budgetary controls to
assure that cash disbursements did not exceed budget, for the budgetary funds. This
control was considered effective as long as the City limited its financial activities to
the budgetary funds and all expenditures were paid promptly. Such controls are still
used by small_, out -state communities.
During the early 1970's the "New York situation" (plus subsequent events) created a
completely new environm for governmental financial_ management. Organizations nor-
mally not aware of sound financial management are now greatly concerned in this area.
Organizations which were concerned with sound financial management are now even more
aware and more concerned. The new environment is such that financial management
controls considered to be adequate in the past are now considered to be inadequate or
I
minimal. Future standards are expected to increase the level of financial management
considered to be adequate.
City of Oak Park Heights
Management Report, Page 6
This new and changing environment placed a greater burden upon the elected and
appointed officials of all governmental units, especially upon the finance departments
and finance personnel. How these burdens (or challenges) are being addressed today will
have a significant effect upon a City's ability to meet the standards to be imposed in
the future ability to meet the changes imposed by the 1981 Minnesota State Legislature.
The Cities of Minnesota have not ignored these challenges. During 1978, (in
response to the new environment:) the State Legislature enacted the City Financial
Reporting Act of 1978. Subsequent thereto, the Minnesota State Auditors Office issued
its "Minimum Reporting Requirements - City Financial Reporting ". This docu,ent (which
was effective for Minnesota Cities for 1978) incorporates changes and requirements
enforced on non- Minnesota. Cities for 1980. As usual, Minnesota Cities are meeting the
new challenges. This aggressive approach will. assure that Minnesota communities will be
able to meet the standards to be imposed in the future.
The City of Oak Park Heights also, has not ignored these challenges nor the need for
improved financial management. During the pest several years, the City of Oak Park
Heights has made the following financial management improvements.
• Expanded the Administrative staff of the City from part-time
personnel to full --time personnel.
• Converted its financial accounting system from a manual system
to a computerized system by utilizing an external service bureau.
• Converted its utility billing system from a manual system to
a computerized system with the same external service bureau.
• Initiated computerized quarterly budgetary reports to monitor
actual financial operations with the officially adopted budget.
• Converted its Annual Financial Report from substantially cash -
basis reports to annual reports prepared in accordance with the
new "Minimum Reporting Requirements - City Financial Reporting ",
prepared and issued by the Minnesota State Auditors Office.
5
City of Oak Park Heights
Management Report, Page 7
° Created the Capital Improvements Fund and program to facilitate
the financing and planning for major capital improvements, other
than those financed by the special assessment process or the
Utility operations.
° Adopted a 1981 tax levy at a levy sufficient to increase the
fund balance of the General Fund and reduce the potential adverse
effects of State Statutes.
All of the above improvements were achieved during the past few years through the
special. efforts of the City Council and City Administration. We commend the City for
these efforts; congratulate the City for its accomplishments; and, encourage the City to
use the same diligence in addressing the new changes.
As stated previously, the single most significant change is the new State levy limit
Statute. To respond to this change, the City and City Council must .re-- evaluat_ its
policies on financing the operations of the City.
Inherent in the _levy limit: Statute is the assumption that the City's general revenue
tax levy is for the purpose of financing the normal operating costs of the City.
Historically, the City of Oak Park Heights has used this revenue source to finance nor-
mal operating costs plus extra -- ordinary capital improvements (i.e. th(:: Municipal
Building Expansion; the Capital Improvements Program; and, Park Land Acquisition and
Development). The financing of these capital improvements was possible because. 1) the
City was not effected by the old levy limit Statutes; and, 2) the City had reserves
available for this purpose. These situations no longer_ exist.
In conclusion, the only certainty is change. How the current changes effect the
City of Oak Park Heights will depend upon how the City responds to the changed financial
environment. To ignore these external, changes would prove to be detrimental to the
financial independence of the City. We recommend that the City re-- evaluate its policies
on financing its operations based upon the new financial environment. Such an eva-
luation should include the adoption of policies and the related procedures toe
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City of Oak Park Heights
Management Deport, Page 8
• Develop and/or maintain the financial independence of each of
the City's funds or an individual, and group basis.
• Designation of general operating monies (i.e. general-purpose
tax levies, local government aid, etc.) to be used for general
operating purposes.
• Financing of major capital outlay and construction by using
from other revenue sources.
• Improved financial planning, budgeting and budget reporting
to assure that the new policies are being followed and are
effective.
Continue to improve the financial accounting system of the City
and implement full general ledger accounting controls over all
assets and liabilities of the City.
General And Special Revenue Funds
The General and Special Revenue Funds of the City are maintained to account for the
current expenditures and capital outlay expenditures common to all cities. The current
financial reporting standards allow a city to compare its financial operations with
other similar cities and also with its own prior years' financial. operations.
City of Oak Park Heights
Management Report, Page 9
Total Revenue of the General and Special Revenue Funds were $491,557 for 1980 and
$488,766 for 1979, as follows:
1980 1979 _
D escriptio n Amount Per C ent Amount Per Cen
Property taxes $276,402 56.23% $219,802 44.970
Intergovernmental:
State 125,222 25.47 111,149 22.74
Federal 46,399 9.44 74,790 15.30
License: and permits 22,058 4.49 33,189 6.79
Interest on investments 8 1.77 22,633 4.63
All other 12,774 — 2 .60 27,203 5.5
Totals $491,5 100 .00% $488,766 100.
A graphic illustration of the above schedule is as follows:
1980 1979
Property Taxes , Property Taxes
(Federal er All Other
Aids
tate Aids , Federal Aids
State Aids
City of Oak Park Heights
Management Report, Page 10
Total Expenditures of the General and Special Revenue Funds were $461,689 for 1980
and $451,940 for 1979, as follows:
1 9_80 _ _ 197 9_
Desc Amou P er Cen Am ount — Per Cent
Current expenditures:
General government $119,501 25.88`0 $131,700 29.14%
Public safety 168,443 36.48 151,160 33.45
Streets and highways 45,869 9.94 63,754 14.11
Sanitation and waste removal 58,534 12.68 31,422 6.95
Recreation and miscellaneous 44,209 9.58 45,925 10.16
Capital outlay ,25,133 � 5.44 27,979 6.19
Totals $461 ,689 100.00% .$4 100.00%
Detail of the above expenditures are presentee! in Statements 8 and 10 of the Annual
Financial Report. A graphic presentation of the above schedule is as follows:
1980 1979
General Government !General Government
C
CQp td
sec eat On� \ /;
And \ `_
\
Ce llaneous \o�
Public Safety GCea Public Safety
�� Prd a re °i
t o
Sa r
/S treets / Streets
And / And
/ H i ghways i / Highways
City of Oak Park Heights
Management Report, Page 11
Combined Financial Statements
The Combined Financial Statements of the City are presented in Statements 1 through
6 of the 1980 Annual Financial Report. The following comments relate to the Combined
Financial Statements of the City.
Cash And Invest
_ De c ember 31, Increase
De 198_0 1979 (Decrease)
Clerk's balances
Petty cash $ 50 $ 50
Checking account 2,984 257,535 $(254,551)
Investments and savings 1,613,837 1,238,134 375,703
With paying agents 21 ,650 5,937 15,713
Totals $1 ,638,521 $1 $ 136,865
During 1980, the City made significant improvements in minimizing uninvested cash
balances. The Clerk's Balance -- Checking Account balance was $257,000 at December 31,
1979 and less than $3,000 at December 31, 1980. More significant, uninvested balances
averaged $160,000 for 1979; $90,000 for 1980; and, approximately $30,000 for the last
half of 1980. Interest on investments totaled $132,000 for 1980 as com?ared to $125,000
for 1979. Interest yields ranged between 5% and 17-1/2% during 1980. We recommend that
the City continue to monitor and minimize uninvested cash balances.
Investments at December 31, 1980 were composed of approximately twenty separate
savings accounts and certificates. Many of these accounts or certificates carry
interest at less than 8 %. Combining of these accounts (with the utilization of an
accounting program to allocate interest: earnings) could result in high yield on the same
amount invested. We recommend that the City consider a change in its investing policies
and procedures as described above.
City of Oak Park Heights
Management Report, Page 12
Secu For Deposits
Security for deposits is presented in Exhibit. 5 of the 1980 Annual Financial Report.
An analysis of collateral requirements and actual collateral pledged. at December 31, 1980
showed the City to have a collateral deficiency.
We recommend that this situation be corrected at the earliest possible time and that
the City develop procedures to assure compliance in the future in accordance with
Minnesota Statutes, Chapter 118.
Due From (To) O ther Fund
The Statement of Interfund Audit Adjustments (Exhibit 1) presents a detailed
explanation of cash tranfer.s necessary to adjust the City's individual fund cash balan-
ces at December 31, 1980.
These adjustments should be recorded on the City's financial records in 1981.
Council action is required to effect these cash transfers. We recommend that the these
transfers be recorded as early as possible so that the cash balances, and thus interest
earnings, will not be distorted for 1981.
D Fr om Other Governmental. Units
De cember 31, Increase
D 1980 1979 (Dec rease )
State share - prison utility _ — _ T
construction $ 13,397 $ 13,397
S.A.C. .reimbursement 3,114 3,114
Revenue sharing allocation 13,571 $ 10,906 2,665
M.W.C.C. final cost allocation 11,164 (11,164)
Planning grant 1, 000 1,000
Totals $ 31,082 $ 22,070 $ 9,012
City of Oak Park Heights
Management Report, Page 13
Due From D evelopers
December 31, Increase
Descr � 1980 � 1979 ( Decrease )
General Fund
Cost .reimbursement $ 11,815 $ 11,815
Special Assessment Fund:
Swagers - 7th Addition $ 9,831 19,663 (9,832)
Brekke Heights #2 25,255 64,848 (39,593)
Raymie Johnson Estates 31,839 31,839
57th Street Improvements 17,655 17,655
Other 502 8 60 (358
Totals $ 85 ,082 $129,Q25 $(20
The $17,655 due for the 57th Street Improvements represent reimbursements for 1980
costs. Most of the remaining balances at December 31, 1980 represent amounts due for
costs incurred prior to 1980. The timely receipt of these monies is extremely important
as the financing of these projects requires that the City receive and invest these
monies to have sufficient cash to off -set the related bond interest. We recommend that
the City take action to collect this amount at the earliest possible time.
The City's policy and procedures relating to developer financed assessment projects
is subject to conditions not under the control of the City (i.e. sales of lots and homes
by the individual developers) . This situation will have adverse effects on the City
having sufficient cash on hand to meet bond maturities unless the City takes action to
collect these monies (and connection charges) at the earliest possible time. We recom-
mend that the City review its policies and procedures in this area to insure that monies
will be available to meet bond maturities.
Co nnection C harges R
Connection charges receivable represents sewer and water hook -up charges to property
owners. The $30,892 balance at December 31, 1980 represents a $1,800 decrese during
1980. We recommend that the City continue to extend its collection procedures on these
accounts to effect collection. See comments above.
City of Oak Park Heights
Management Report, Page 14
Delinquent Taxes Re ceivable
Delinquent taxes receivable were $5,680 at December 31, 1980 representing a $350
decrease during 1980. `these taxes (when collected) will be rer ^itted to the City with
the regular tax settlements. Tax collection during 1980 amounted to over 100s of taxes
levied in 1979 for collection in 1980.
Special A sses sme nts Receivable
De cember 31 Increase
Descri ( Decrease )
Delinquent $ 12,176 $ 7,368 $ 4,808
Deferred 324,527 270,721 53,806
Due from County 55 968 (9 13)
Totals $33 $27 $ 57,701
Fund Equity
De cemb er 31, Increase
Group Fund 1980 _ 1979 (Dec
Fund balance: __ --
General Fund $127,647 $186,836 $(59
Special Revenue 149,986 108,429 41,557
Capital Project 56,974 111,130 (54,156)
Special Assessment:
Construction accounts 38,298 20,207 18,091
Debt service 5,789 5 ,789
Totals 378,694 426,602 (47,908)
Retained earnings;
Enterprise 224 ,305 188, 35,31
Totals -- all funds $602,9 $615,593 $(12
As shown above, the financial position of the various funds of the City decreased by
$12,600 during 1980 with a total fund equity of $602,999 at December 31, 1980. Much of
this equity is committed for specified purposes, and not available for appropriation by
the City.
City of Oak Park Heights
Management Report, Page 15
The fund balance of the Federal. Revenue Sharing Fund has been substantially
appropriated to finance the 1981 Budget for the Revenue Sharing Fund and for committed
contracts at December 31, 1980. These amounts are detailed later in this Report.
The fund balance of the Capital Project Funds - Capital Improvements Fund and Lawcon
Grant Fund are also substantially appropriated or designated at December 31, 1980.
These amounts are also detailed later in this Report.
The fund balance of the Special. Assessment Fund is committed for debt retirement
and /or construction costs. Additionally, the City has awarded construction contracts
without: formalizing the total financing thereof. This financing will have to be pro-
vided at the earliest time.
The retained earnings of the Water and Sewer Utilities is partially committed to
finance working capital needs and fixed assets of these utilities. These funds are in
good financial position at December_ 31, 1980 subject to future billings from the
M.W.C.C. and future customer billings.
Genera Fund
The financial statements for the General Fund are presented in Statements 7 and 8 of
the City's 1980 Annual Financial Report. The fund balance of the General Fund was
$127,647 at December 31, 1980 representing a $59,000 decrease during 1980. This
decrease was generally in accordairce. with the City's 1980 budget.
City of Oak Park Heights
Management Report, Page 16
The fund balance of the General Fund has decreased by $141,000 over the past itIlree
years, as follows:
Year Ended Fund Increase
D 31, Bal anc e (Dec
1974 $190,547
1975 229,978 $ 39,431
1976 239,503 9,525
1977 268,754 29,251
1978 225,943 (42,811)
1979 186,836 (39,107)
1980 127,647 (59,189)
The above decrease was generally the result of 1978, 1979 and 1980 cash transfers of
the Capital Improvement: Fund. These transfers totaled $117,500 over the past three
years. The City's 1981 operating budget contemplates a $65,000 increase to the above
fund balance: of the General Fund.
The level of the fund balance of the City's General Fund is one i.ndi_cator of the
financial strength or independence of a City. This often becomes critical during
periods of 'high inflation; decreasing State aids; and poor economic growth. Without
adequate reserves, a City may be unable to .respond to external factors such as State aid
cuts or even changes in the timing of these payments. with adequate reserves, these
external factors are more manageable by the City.
A common critique of local governments is the appearance of building and maintaining
unnecessary reserve balances. Prudent financial management, however, demands the main-
tenance of adequate reserves and is the responsibility of the governing body. Operating
surpluses (for tax levy supported funds) are mandatory and not optional. The primary
purpose for maintaining operating surpluses is to provide for cash --flow requirements
(working capital) during the first half of each calendar year before the City receives
its property tax settlement from the County. Property taxes are used to finance
the general operating budget of the City. These monies generally finance expenditures
which are paid evenly throughout the year. However; the City does not receive these
monies until July and December of each year. Therefore, a cash--flow surplus equal to
one -half of this levy is requir to meet the daily cash flow needs of the City prior to
City of Oak bark Heights
Management Rc::port, Page 17
the receipt of these general property taxes. The amount of this "minimum required
surplus" can be calculated based upon one -half of the annual tax levy for the General
Fund operations of the City. alie City's 1980 tax levy was $296,000 indicating a
"minimum required surplus" for the General Fund of $148,000. Without this level of
surplus, the City will be in a cash overdraft. position (for its General Fund) prior to
the receipt of its first tax settlement in July of each year.
At the present time, the State is considering a change to the timing of local
government aid payments to all Minnesota cities. Such a change would result in the City
not receiving any local government aid until July of each year instead of equal payments
four times each year. If this change occurs, the "mi.nimiun required surplus" would be
increa by one - -half of such aid. Local government aid was approximately $80,000 for
1980. If such a change is made by the State, the City's "minimum required surplus"
would become $198,000 instead of the $148,000 computed above (ie: $148,000 plus 1/2 of
$80,000).
A second reason for maintaining operating surpluses is to provide a source for
emergency and /or unanticipated expenditures (ie: extraordinary storm damage, diseased
trees, inflation, etc.). Operating budgets are estimates only. Inflationary factors
effecting all petroleum related supplies and emergency costs can adversely effect the
budget process. A city requires a surplus to finance these events. One method of
measur=ing the amount of this type of surplus is to use a percent of the City's annual
operating budget (ie: 5% to 100 or more, depending up(� n the budget philosophy of the
City).
A third reason for maintaining an operating surplus is to provide for future changes
in the level of shared taxes (ie: aids) by the State and Federal governments. At the pre -;
sent time, the State is involved in a budget crisis and !-he Fe•'.�r.al government is
involved in a tax reduction program. Although the outcome of these situations are yet
to be defined, it appears likely that past trends of increasing aids to cities (by both
City of Oak Park Freights
Management Report, Page 18
the State and Federal governments) will not continue. It appears likely that this trend
will be reversed with a larger portion of the cost of City government being financed by
revenue raised locally rather than at the State or Federal levels.
To summarize, there is without a doubt a need for General Fund reserves. Defining
the amount required for the City of Oak Park Heights is the responsibility of the City
Council. Four areas to consider in this task are:
• Cash floss needs
• State avid reductions
• Unanticipated emergency expenditures
• Additional changes in State and Federal financing of local governments.
Once the amount is quantified, the City can maintain such reserves in future years
through the use of unbalanced budgets (surplus versus deficit budgets). The General.
Fund balance currently totals $127,000 and is projected to be $192,000 at December 31,
1981. This closely approximates the City's minimum required surplus. we recommend that
the City address the issue of General Fund reserves and take action to maintain the
desired levels, through formal Council action and /or policy statements.
Special Revenue Funds
The financial statements for the Special Revenue - Revenue Sharing -° Fund are pre-
sented in Statements 9, 10 and 11 of the City's 1980 Annual Financial Report. A summary
of the Revenue Sharing transactions from inception through December 31, 1980 is as
follows:
City of Oak Park Heights
Management Report, Page 19
Prior
Ye _ 1980 Tota
Revenue:
Revenue sharing entitlement $275,047 $ 46,399 $321,446
Interest on investments 13 ,003 5,343 18,3
Total revenue $ $ 51,7 339,792
Expenditures:
Park land acquisition $ 78,578 $ 78,578
Playground equipment 6,648 6,648
Land easement 1,750 1,750
Police vehicles 22,798 22,798
Park fencing 21,295 $ 1,757 23,052
Fire protection 3, 498 3,498
Youth service bureau 6,788 6,788
Shade trees 6,091 6,091
Valley View Park improvement 25,000 25,000
Office equipment 3,235 2,177 5,412
Public works vehicles 10,031 10,031
Other 160 160
Total expenditures $17 9,621 $ 10,1 189,806
Balance °- December 31, 1980 149,986
Appropriations:
Committed contracts - park
fencing $ 19,020
1981 budget:
Hall expansion 75,000
Other_ 55,966 149,986
Unappropriated. balance --
December 31, 1980 $ _
The rules and regulations of the Federal Office of Revenue sharing include a
requirement that the financial records of a City receiving $25,000 or more of Revenue
Sharing grants per year_, be audited and that the City obtain a "compliance audit ". A
copy must be sent to the Office of Revenue Sharing, at least once every three years
beginning with 1977. This special "compliance audit" was performed and submitted to the
Federal Office of Revenue Sharing for 1979.
The rules and regulations of the Federal Office of Revenue Sharing are subject to
s
frequent change. We recommend that the City continue to monitor its procedures to
assure compliance with all Revenue Sharing rules and regulations.
City of Oak Park Heights
Management Report, Page 20
Capital Pr Funds
The financial statements for the Capital Project Funds are presented in Statements
12 and 13 of the City's 1980 Annual Financial Report. The City had two Capital Project
Funds at December 31, 1980.
Capital Improvements_ Fun
The Capital Improvements Fund was established in 1978 to account for monies set
aside for the following capital improvements:
D _ _ Am
Municipal building expansion $ 79,414
Seal coat and curb 40,000
Recreation 7,500
Interest earnings 14, 46
Total 141
Les:.;: Transfers out to finance the
municipal building expansion (91,438)
Other ( 1 1 595)
Remaining balance -• December 31, 1980 $ 48,627
The remaining balance at December 31, 1980 is designated to finance sealcoat and
recreation capital outlay programs.
Law Grant Fund
The Lawcon Grant Park Improvements Fund was established in 1977 to account for
monies set aside for various improvements to the Valley View Park, as follows:
Financing Provided:
State grant -- Lawcon $ 80,000
City participation:
General Fund 55,000
Revenue sharing 25,000
Interest earnings _ 1 3,1 21
Total. financing 173,121
Expenditures:
Construction $148,133
Capital outlay 12,659
Professional services 3, 981 164,773
Remaining balance --
December 31, 1980 $ 8,348
City of Oak Park Heights
Management Report, Page 21
The State Grant in the amount of $80,000 was awarded to the City subject to certain
rules, .regulations and reporting requirements of the State Planning Agency. The State
Planning Agency requires the City to report to the State as to grant monies expended.
Such reports require invoices and copies of cancelled checks and were submitted to the
State Planning Agency in 1980. Final approval for all project costs was received by the
City in June, 1981. We recormnend - that the City close this fund at December 31, 1981 and
that the remaining balance be transferred back to the General Fund. Council action is
required to effect this fund closing and the related cash transfer.
Special Assessment Fund
The financial statements for the Special Assessment Fund are presented in Statements
14 and 15 of the City's 1980 Annual Financial Report. A Special Assessment Fund is
organized to account for both the construction and financing of assessable improvement
projects.
The accounting principles employed by the Special Assessment Fund - Debt Service
Accounts are such that future interest on bonds payable is not reflected in the Balance
Sheet until the year it becomes payable and future interest on special assessments is
not reflected until the year it becomes receivable. M the financial position
of these funds do not reflect future interest receivable or payable. Scheduled future
tax levies are not reflected as income until the year of collections. In order to pro-
ject the final_ fund surplus or shortage these: three items must be considered.
The nature of a Special Assessment - Debt Service Fund is such that it will not
reflect a fund deficit. In a fund which would reflect a deficit an "amount to be
provided" is recorded to increase the fund equity to zero. This "amount to be provided"
is each funds' supplemental financing requirement:. This supplemental financing pri-
marily will consist of future tax levies (scheduled {tnd /or unscheduled) but can be
realized through cash connection charges, future interest on investments, permanent
transfers -in and /or other City Council designated sources.
City of Oak Park Heights
Management Report, Page 22
Presented herewith, are projected financial positions based on scheduled future tax
levies, future interest payable on bonds, and estimated future interest .r.eceivble on
deferred assessments. Interest on investments and crash connection charges are not con-
sidered due to uncertainties involved.
Year Of Fund Scheduled I ntere s t _ Projected
Debt Final Position Future Future Fund
�S A Maturity 12/3 Tax Levies Assess Bonds Position
Bonds of 1967 and
1968 1998 $ (98,393) $1,039,300 $ 70,400 $468,085 $543,222
Bond of 1971 1991 (98,608) 142,000 1,400 33,835 10,957
Bonds of 1976 1986 (5,747) 49,000 5,700 22,860 26,093
Bonds of 1977 1983 5,789 10,500 5,400 10,889
Bonds of 1978 and
1979..
Construction
Account 5,505 5,505
Debt Service
Account 1984 32,600 (32,600)
Completed
construction 75,990 31,200 107, 190
Totals $(1 15,464 ) $1,230,300 $119,200 $56 2,780
Total projected. surplus $67 1,256
Normal projected surplus (5% of unmatured bond
principal and interest) $106,139
G .O. Bonds Of 1967 And 1968,
The projected surplus in the amount of $543,222 at December 31, 1980 represents a
$128,000 increas during 1980 due to cash connection charges and interest. on
investments. This projected surplus equals approximately 37`0 of bond commitments at
December 31, 1980, indicating that the City may cancel a portion of the scheduled future
tax levies on these issues without impairing the ability of this account to meet all
future bond commitments.
City of Oak Park Heights
Management Report, Page 23
St orm Sewe Bon Of 19
The projected surplus in the amount of $10,957 at December 31, 1980 represents a
$28,000 improvement during 1980 du. primarily to a $24,000 supplemental tax levy to be
collected in 1981. We recommend that the city continue to monitor the projected posi-
tion of this bond issue to assure full and timely financing for these bonds.
G.O. Bon Of 1 976
The projected surplus in the amount of $26,093 at December 31, 1980 represents a
$19,000 improvement during 1980 due primarily to interest earnings on investments. This
project=ed surplus equals approximately 15% of bond commitments at December 31, 1980
indicating that this fund will have sufficient assets to meet all debt requirements.
G.O. Bonds Of 1977
The projected surplus in the amount of $10,889 at December 31, 1980 represents a
$400 increase during 1980, This projected surplus equals approximately 16% of bond com-
mitments at December 31, 1980 indicating that this fund will have sufficient assets to
meet all debt requirements.
City of O tk Park Heights
Management Report, Page 24
G.O Bonds Of 1978 A nd 1979
During 1978, the City issued two special assessment bond issues (in the amount of
$100,000 each) to finance various improvements. A third $100,000 bond issue was sold in
1979 for the same improvements. A summary of the financial activity of these improve-
ments and the related debt service is as follows:
Financing provided:
Escrow assessments and billings:
Raymi.e Johnson Estates $124,987
Brekke Heights #2 241,773
Interest °• investments 16,7.70
Total. financing 383
Expenditures:
Construction costs 342,760
Bond discount 4,621
Debt retirement +30
Total. expenditures 378,025
Fund balance •- construction account -
December 31, 1980 $ 5, 505
Escrow assessments and billings to developers included all construction costs
capitalized or construction period interest. However, these assessments are payable as
the lots and /or houses are sold and the City is not charging interest on these
assessments. This could have a negative impact on the ability of this debt service
account to meet all bond requirements® The following schedule projects the "cash -flow"
of this account assuming all assessments and developer billings are paid in 1981 and the
City will invest these monies at a 6% rate of return.
City of Oak Park Heights
Management Report, Page 25
Other Investment Bond
Desc Rece Interes Pay ment s B alance
Adjusted cash balance
December 31, 1980 $188,000
1981:
Collections from developers $ 57,000 $ 6,900
Interest. earnings ( payments) $(13,000)
Bond principal payments (60,000) 178,900
1982:
Interest earnings (payments) 6,500 (9,600)
Bond principal payments (60,000) 115,800
1983:
Interest earnings (payments) 3,000 (6,200)
Bond principal payments (60,000) 52,600
1984:
Interest earnings (payments) (3,800)
Bond principal payments (60,000) (11,200)
The above projected deficit in the amount of $11,200 is a. direct result of the City
policy and procedures related to escrow assessments and developer_ billings. Escrow
assessments are not being charged interest after the construction period as other
deferred assessments. Developers are not being A: filled timely and additional interest is
not charged. We recommend that the City evaluate its policy and procedures relating to
escrow assessments and developer billings and that policy and procedures be established
and implemented to insure sufficient assets for the payment of all bond requirements.
The projected deficit indicates that this debt servie account will require addi-
tional financing The City has several options and three to four years to provide this
financing. We recommend that the City develop a plan of action in 1981 to provide this
additional financing, or that the City levy general property taxes (starting in 1981) to
provide this additional financing.
City of Oak Park Heights
Management Report, Page 26
Compl Construction
During 1977, the City closed several completed construction accounts and created the
Completed Construction Account. This account had a fund balance of $75,990 and a pro-
jected surplus of $107,190 at December 31, 1980. This surplus; however, is not
available to be expended. This surplus is composed of assessments and other receivables
(including $20,000 of old connection charges) at December 31, 1980, This surplus will
become available over the next fifteen years as these assessments and other receivables
are collected and converted to cash.
Prison Utilities
The prison utilities special assessment fund was created in 1978 to account for
costs related to improvements for the new State Correction Facility. A su- of the
financial activity of this improvement is as follows:
Financing provided:
Billings to State $102,247
Construction costs:
Contractor $ 93,860
Engineer.irig 8,387
Legal and other 5 ,927 1 08,17 4
Fund balance (deficit) December 31, 1930 $ (
The above deficit is the result of the failure of the State to pay for total project
costs. The State has not agreed to pay any costs other than contractor and engineering.
The above deficit should be financed by a cash transfer from another City fund, at the
discretion of the City Council.
City of Oak Park Heights
Management Report, Page 27
1979 U
The 1979 Utilities special assessment fund was created in 1979 to account for costs
related to various utility improvements. A summary of the financial activity of this
improvement is as follows:
Financing provided:
Special assessments and other charges $ 96,075
Cash t.r.anfers from eater and Sewer Utilities _ 27,363
Total 123,438
Construction costs:
Sunview 23,900
Valley View (storm sewr) 103,815
Other 27,363 155 ,078
Fund balance (deficit) °- December 31, 1980 $(31,640)
The above deficit is the result of the Valley View project being insufficiently
financed. Project costs totaled $103,815 while assessments and other charges totaled
$72,175, leaving a deficit of $31,640. This deficit should be financed in 1981. We
recommend that the City develop a plan of action to provide the additional required
financing during 1981«
City of Oak Park Heights
Management Report, Page 28
Sum mary Of Ass Account
During the past several years, the City has increased its special assessment
construction and debt service activity. Thais increased activity requires financial
accounting control. not required for the other financial operations of the City.
The operating funds of the City are controlled by the City Council by the annual
operating budget. The Special Assessment Funds do not. have annual budgets, but rather
long -term budgets that start: when a project is approved and continue until the project
is finished and the bonds are fully retired. City accounting systems are designed to
reflect annual operations and annual budgeting control. To be effective for controlling
and monitoring the Special Assessment Funds, additional analytical information must be
generated to compare actual results (from the inception of each project) with budgeted
or projected results. This data must be prepared or updated each time the City makes a.
long-term commitment (i.e. approval of construction contracts, sale of bonds, approval_
of assessment, rolls)» : ^7e recommend that the City develop and implement policies and
procedures to effect proper financial controls over its special assessment construction
and debt service activities. Our office is available to assist the City, upon request.
E nterprise Funds
The financial_ statements for the Enterprise Fund (Water and Sewer Utilities) are
presented in Statements 16 through 18 of the City's 1980 Annual Financial Report.
The City maintains its financial records on the basis of cash receipts and
disbursements. The records have been adjusted to properly reflect income on the accrual
basis and to present the financial position of each enterprise account at Decembers 31,
1980. Condensed comparative statements of income and expense for each of the City's
utility operations follow:
�
City of Oak Park Heights
Management BaDnzt, Page 29
� Water Department
�
1980 1979
� amouot Pez Cent Amount Per Cent
Income:
Customer billings ¢ 50,865 93,44% $ 40,052 83.78%
Other 3,570 6.56 7,752 16-22
Total income 54,435 100.00 47�K�� 100.00
----- -----' ----- -----
Operating expenses:
Salaries 13,106 24,07 7,429 15.54
Contractual. services 14,414 26.47 14,338 29,99
Other 2,4U05 4.42 1,774 2.46
Total operating expenses 29/925 54.96 22/941 47.
Net ionmoe before depreciation 24,510 45.04% 24,863 52�yM�
Depreciation - machinery and
equipment 2,600 3,044
Net income $_21,9l!/ $-21,819
Sewer Department
1980 1979
omonnt Per Cent Amount Per cent
Iocnrnr:
Customer billings $ 40,415 91.42% 38,329 78.11%
Other 3,793 8.58 10,712 21���
Total income 44,208 _1O0J)0 48/941 100-00
Operating expenses:
m.W,C.C. 27,145 61.40 16,529 33.77
Other 2,360 5.35 5/930 13.12
zotal operating expenses 29/505 66.75 22
Not income before depreciation 14,703 33.25% 26,482 54.11t
�
Depreciation - machinery and
equipment 140 _ 583
Net income $_ 56
City of Oak Park Heights
Management Report, Page 30
The Metro Waste Control Commission (M.W.C.C.) bills the City annually on an esti-
mated basis. These estimated billings are adjusted at a later date and the City is
billed the additional amount or given a. refund. These estimated billings vary from year
to year and may cause material variances in annual. profits (or losses) of the sewer
operating account. The M.W.C.C. billings for calendar years 1971 through 1981 are as
follows:
Estimated Final
Y Billin Billings
1971 $ 9,992 $ ^ 4,175
1972 (53) 210
1973 (5,886) (1,803)
1974 (3,825) 258
1975 (1,954) 6,641
1976 4,682 11,698
1977 13,903 9,949
1978 20,387 8,723
1979 26,202 34,090
1980 19,257 Not available
1981 39,492 Not available
Note: The bracketed figures above indicate payments from the M.W.C.C.
The unbracketed figures above indicate payments to the M.W.C.C.
As the preceding schedule indicates, the billings from the M.W.C.C. vary greatly and
are increasing. These charges represent the _largest single expense of the Sewer_
Operating Account and fluctuations in this expense can mean the difference between a net
income or .loss. We recommend that the City monitor the billings from the M.W.C.C.
(And the related customer billings) to insure adequate levels of operating income and
net income. This monitoring and review should be performed annua as the City is
notified by M.W.C.C. as to current billings and adjustments.
City of Oak Par) Heights
Management Report, Page 31
Inte Accounting C ontrols
our examination included a review of the City's system of internal control. A
system of internal control comprises the plan of organization and all of the coordinate
methods and measures adopted within a City to safeguard its assets; check the accuracy
and reliability of its accounting data; promote operational efficiency; and insure
adherence to Council policies and various Federal State and local statutes.
An accounting system is a part of the overall system of internal control and it is
the means by which information is accumulated, recorded, classified, summarized and
reported. The prime purpose of any accounting system is to provide complete and
accurate financial. information: (1) in proper form (1) on a timely basis and, (3) cost
efficiently.
Current:. auditing standards require an auditor to communicate any material
weaknesses in internal accounting controls directly to City Council and /or City
Administrators. Our examination for 1980, disclosed no material deficiencies in
the City's system of internal controls not identified in this report or past reports to
the City Council.
City of Oak Park Heights
Management Report, Page 32
Summary
The following is a summary of the items to be recorded, investigated and /or resolved
during 1981. Additional explanations for each of these items can be found in the pre -
seeding sections of this report.
• Evaluate the financial policies of the City based upon the present financial
environment as detailed previously in this Report. (Pages 5 - 8)
• Continue to monitor and minimize uninvested cash balances and improve the
investing policies and procedures by reducing the number of investment.
transactions. (Page 1 1 )
s
Record cash transfers to effect the inter.fund receivables /payable at
December 31, 19800 (Page 12)
Take action to correct the collateral deficiency at December 31, 1980 and develop
procedures to assure continued compliance with Minnesota Statutes, Chapter 118.
(Page 12.)
Effect collection of the various developer receivables and connection charges
at December 31, 1980 and review the City's policies with regard to the method of
financing the related projects. (Page 13)
° Address the issue of General Fund .reserves and take action to maintain the
desired level of these reserves. (Pages 15 - 18)
Continue to monitor_ the various and several rules and regulations of the Federal
Office of Revenue Sharing to assure continued compliance. (Pages 18 - 19)
City of Oak Park Heights
Management. Report, Page 33
• Effect the closing of the Lawcon Grant Fund at December 31, 1981 and the related
cash transfer to the General Fund. (Page 21)
• Continue to monitor the projected financial positions of the various Special
Assessment - Debt Service Accounts and take appropriate and timely action as
detailed previously in this Report. (Pages 22 - 25)
• Continue to monitor the status and financing of the various Special Assessment
Construction Accounts and take appropriate and timely action as detailed
previously in this Report. (Pages 26 - 27)
• Continue to monitor the financial operations of the Water and Sewer Utilities.
(Pages 28 -- 30)
Respectfully submitted
6 t z �
DE LA HUNT VOTO & CO., LTD.
Certified Public Accountants
Jung 23, 1981