HomeMy WebLinkAboutManagement Report and Recommendations CITY OF OAK PARK HEIGHTS, MINNESOTA
MANAGEMENT REPORT AND RECOMMENDATIONS
DECEMBER 31, 1987
CITY OF OAK PARK HEIGHTS, MINNESOTA
MANAGEMENT REPORT AND RECOMMENDATIONS
TABLE OF CONTENTS
Pages
Transmittal Page 1
General and Special Revenue Funds - Summary data and analysis of 1987
revenue and expenditures compared to prior periods. 2 - 6
Combined Financial Statements (Balance Sheet Analysis) - A look at changes
in various accounts such as cash, investments and receivables. 7 - 13
Individual Fund /Fund Type Analysis - Review of significant changes in
fund balances and other matters.
- General Fund 14 - 17
- Special Revenue Fund 18
- Debt Service Funds 19 - 23
- Capital Project Funds 24 - 28
- Enterprise Fund 29 - 33
Internal Control Report 34 - 36
Recommendations Summary 37
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City of Oak Park Heights, Minnesota
Management Report, Page 2
General and Special Revenue Funds
The General and Special Revenue Funds of the City are maintained to account for the
current and capital outlay expenditures common to all cities. Uniform financial
reporting standards allow a city to compare its financial operations with other similar
cities.
Since 1980, State aids and local property taxes (used to finance the General and
Special Revenue Funds of the City of Oak Park Heights) and their percent to total reve-
nue for these funds, were as follows:
State Aids Property Taxes All Other Total Revenue
Year Amount % Amount % Amount % Amount %
1980 $124,222 25% $276,402 56% $ 89,933 19% $490,557 100%
1981 124,936 20 386,515 64 97,250 16 608,701 100
1982 122,425 18 423,843 63 123,559 19 669,827 100
1983 149,391 20 482,084 64 125,030 16 756,505 100
1984 152,245 17 543,573 62 181,288 21 877,106 100
1985 157,995 19 559,613 63 163,771 18 881,379 100
1986 168,341 18 579,557 64 165,625 18 913,523 100
1987 183,194 18 681,636 69 132,538 13 997,368 100
A graph of State aids and property taxes for the City is as follows:
General & Special Revenue Funds
$700,000 $700,000
$600,000 - - $600,000
$500,000 - - $500,000
$400,000 - - $400,000
$300,000 - $300,000
$200,000 - - $200,000
j j:j'•j::j °:_: �'_� _' _'_� f �'�'��' �'���'�' °_'�_� ?�. - 100
$100,000 :.:.:.:... :::::::::: ..... ::::::.. ...... ..... ...... ..... ..... $ , 000
• • i •
j /i ljf jiff fji ji it jijt jlj lj tjl l;l tl ji jtj ljl 3ji j. jtj lj Ij l jf jfjfj ji jl jijl jl jlj lj l ji j2 3jf jt jf ji 11
$0 _ ._.._.._..._ ....__...__ _._ $o
1979 1980 1981 1982 1983 1984 1985 1986 1987
Other Revenue 0 State Aids ® Property Taxes
The preceding data indicates that the City has been required to rely on increased
property taxes to fund the increased levels and costs of providing City services.
City of Oak Park Heights, Minnesota
Management Report, Page 3
A major portion of the City's tax base is the NSP power plant. As such, the
homestead credit has less overall effect on the portion of certified levies paid by pro-
perty owners.
A schedule of assessed valuations for the past four years is as follows:
1984/1985 1985/1986 1986/1987 1987/1988
Base % Base % Base % Base %
Assessed Valuations:
Utility $31,304,209 63% $28,831,290 58 $29,926,431 57% $30,096,910 55
Commercial 6,289,156 13 7,861,914 16 8,427,825 16 7,979,557 15
Homestead 7,061,578 14 7,323,194 15 7,582,866 15 8,896,989 16
All other 5,248,639 10 5,870,636 11 6,278,172 12 7,570,763 14
Total tax base $49,903,582 100% $49,887,034 100% $52,215,294 100% $54,544,219 100%
Assessed Valuation Change:
Utility $ 1,399,276 5% $(2,472,919) (8 %) $ 1,095,141 4% $ 170,479 1%
Commercial 1,041,082 20 1,572,758 25 565,911 7 (448,268) (5)
Homestead 148,976 2 261,616 4 259,672 4 1,314,123 17
All other 715,680 16 621,997 12 407,536 7 1,292,591 21
Total $ 3,305,014 7 $ (16,548) - $ 2,328,260 5 $ 2,328,925 4
State aids have consisted of the following over the past several years:
Description 1980 1981 1982 1983 1984 1985 1986 1987
Local government aid $ 79,564 $ 75,994 $ 68,950 $ 82,324 $ 94,074 $ 99,652 $ 99,656 $ 99,522
Homestead credits 20,174 28,487 35,291 49,840 46,887 45,775 51,793 59,636
Police aid 9,037 9,751 10,263 10,720 11,284 11,669 16,892 21,161
Diseased tree 15,016 -0- 3,576 -0- -0- -0- -0- -0-
Other 431 10,704 4,345 6,507 -0- 899 -0- 2,875
Totals $124,222 $124,936 $122,425 $149,391 $152,245 $157,995 $168,341 $183,194
Change $ 13,073 $ 714 $ (2,511) $ 26,966 $ 2,854 $ 5,750 $ 10,346 $ 14,853
% Change 12% 1% (2 %) 22% 2% 4% 7% 9%
A graph of state aids for the past eight years (with the 1988 budget) is presented
on the following page.
City of Oak Park Heights, Minnesota
Management Report, Page 4
$200,000 (Note "flat" LGAI
$180,000 I
State
Aids
$160,000
$140,000
ord lo
$120,000
$100,000 R r
$80,000
$60,000
$40,000
$20,000 -
$o
1980 1981 1982 1983 1984 1985 1986 1987 1988
budget
® Other State Ai d ,
mestead Credit Local
Gov't aid
The preceding schedule and graph indicate that local government aid has been frozen
for the City for the past two years. The 1988 budgeted amount also reflects no
increase. Local government aid represented 16% of 1980 revenue versus 10% of 1987 reve-
nue as shown in the previous schedules. This situation is a direct result of actions of
the Minnesota State Legislature during the same time period.
City of Oak Park Heights, Minnesota
Management Report, Page 5
The following schedules and graphs reflect the combined revenue of the General and
Special Revenue Funds for the past three years. Additional detail of the revenue is
presented in Statements 7 and 9 of the 1987 Annual Financial Report.
Description 1987 1986 1985
General property taxes $ 681,636 $ 579,557 $ 559,613
Intergovernmental:
State 183,194 168,341 157,995
Federal 641 23,857 38,207
County 1,215 307 452
Licenses and permits 18,882 22,716 15,569
Charges for services 35,493 35,031 33,068
Interest on investments 38,658 40,729 43,997
All other revenue 37,649 42,985 32,478
Total $ 997,368 $ 913,523 $ 881,379
$700,000
$650,000
$600,000 -
$550,000 = General & Special
$500,000 , evenue Funds
$450,000 1985
$400,000
$350,000 - 1986
$300,000
$250,000 `' - ®1987
$200,000
$150,000 '
$100,000 I
.;_S
._';_ - =`• =i•':€
$50,000 ;fi
Ma 1 ;
r; iii:i�;: , MIN
Property TaxesState Revenue Federal All Other
Revenue
City of Oak Park Heights, Minnesota
Management Report, Page 6
Total expenditures of the General and Special Revenue Funds increased by 10.2% in
1987 as compared to 1986. Expenditures for the past three years are as follows by major
classification.
Description 1987 1986 1985
Current expenditures:
General government $ 210,609 $ 206,642 $ 176,495
Public safety 327,380 286,424 258,079
Streets and highways 55,555 53,558 70,352
Sanitation 124,719 97,266 75,169
Recreation 92,831 94,351 85,002
Capital outlay 40,062 33,606 14,312
Totals $ 851,156 $ 771,847 $ 679,409
A graphic illustration of the above expenditures is presented below.
General Special Revenue Funds
$350,000
$300,000
$250,000
I
$200,000 -
$150,000
$100,000
lilllll _ 'i Ill ,I�I�I<< igl�la
$50,000
$
0
General Gov't Public Safety Streets & Sanitation Recreation Capital Outlay
Highways
■ 1985 IM 1986 ■ 1987
The increase in public safety expenditures primarily relates to normal inflationary
increases and the addition of a secretarial position in the police department.
g Sanitation expenses have increased over the past two years apparently because of
landfill taxes charged to contractors. The City incurred two rate increases in 1987,
12.5% effective January 1, 1987 and 11% effective July 1, 1987.
City of Oak Park Heights, Minnesota
Management Report, Page 7
Combined Financial Statements
The Combined Financial Statements of the City are presented in Statements 1 through
5 of the 1987 Annual Financial Report. The following comments relate to these Financial
Statements of the City.
Cash And Investments
December 31, Increase
Description 1987 1986 (Decrease)
Clerk's balance:
Checking account (overdraft) $ (18,399) $ (14,005) $ (4,394)
Investments 2,998,875 2,260,472 738,403
Petty cash 50 50
Totals $2,980,526 $2,246,517 $ 734,009
The December 31, 1987 and 1986 checking account overdrafts are book overdrafts only
and do not reflect bank overdrafts. These balances are a result of the City's policy of
depositing cash in interest bearing accounts in order to maximize investment earnings on
City monies not needed for current expenditures. During 1987, the City maintained an
average negative book balance in the checking account of $21,100. The City earned
$160,700 of interest on investments during 1987 compared to $133,400 in 1986. This
increase is primarily the result of greater monies available to invest and slightly
increased rates available. Investments at December 31, 1987 and 1986 were as follows:
December 31,
1987 1986
Investment Description Yield Balance Yield Balance
Certificate of Deposit 7.50 $ 327,000 5.75 $ 335,000
Certificate of Deposit 7.50 215,000 5.85 345,000
Certificate of Deposit 7.05 101,500 5.52 361,300
Certificate of Deposit 7.15 254,531 5.52 545,000
Certificate of Deposit 7.45 479,600 5.75 240,000
Certificate of Deposit 7.00 385,000 5.60 346,000
Certificate of Deposit 7.30 228,000
Certificate of Deposit 6.75 964,000
Money Market 5.40 44,244 5.40 88,172
Totals $ 2,998,875 $ 2,260,472
City of Oak Park Heights, Minnesota
Management Report, Page 8
Security For Deposits /Depositories
Minnesota statutes (MS 118) requires City Council approval of depositories and that
certain levels of pledged security be maintained for deposits which are not insured
and /or guaranteed by the Federal government. Audit tests disclosed that the City of Oak
Park Heights was in full compliance with such statutes at December 31, 1987.
Due From (To) Other Funds
During the course of the year end audit, certain adjustments are required to correct
codings of receipts and /or disbursements. Some of these adjustments are recorded
directly through the accounting records. Others are adjusted on trial balances and
therefore require City action to approve and record such adjustments. Interfund cash
adjustments to be approved by the City Council are as follows: �'
A r k
Fund
No. Fund Description Due From Due To
101 General $ 602.36
500 Closed Bond Fund $ 1,066.69
502 Storm Sewer Improvement Bond of 1971 137.40
510 Completed Construction 264.86 19.44
518 G.O. Improvement Bonds of 1982 695.43
519 G.O. Improvement Bonds of 1983 51.47 1,702.32
702 Utility 108.27
To reallocate assessment collections
101 General 25.30
301 Storm Drainage Improvements 55.28
500 Closed Bond Fund 100.42
502 Storm Sewer Improvement Bonds of 1971 43.03
518 G.O. Improvement Bonds of 1982 26.37
519 G.O. Improvement Bonds of 1983 1.04
To reallocate tax collections
101 General Fund 31,500.00
702 Utility 31,500.00
To record administrative charge
The above interfund adjustments require City Council approval.
City of Oak Park Heights, Minnesota
Management Report, Page 9
In addition to the above adjustments, various other adjustments have been recorded
on year end trial balances. These adjustments must be recorded to effect proper
beginning balances for the 1988 records of the City. We are available to assist the
City in adjusting the computer balances.
Due From Other Governmental Units
December 31, Increase
Description 1987 1986 (Decrease)
Fines $ 1,385 $ 2,672 $ (1,287)
Gravel tax 453 -0- 453
MWCC final cost allocation 12,750 2,370 10,380
Totals $ 14,588 $ 5,042 $ 9,546
All of the above amounts are currently collectible. The increase in the MWCC final
cost allocation has a positive impact on the MWCC expense of the City (see later
commentary).
Due From Developers
December 31, Increase
Description 1987 1986 (Decrease)
Interim Construction:
Pondview Apartments $ 2,387 $ (2,387)
Developers Deposit Fund:
Cost Reimbursement $ 475 821 (346)
Total $ 475 $ 3,208 $ (2,733)
The amounts receivable consists of expenditures incurred on behalf of developers.
We commend the City for its efforts in monitoring and reducing amounts due from develo-
pers.
Taxes Receivable - Delinquent
Taxes Receivable - Delinquent consist of taxes levied in the previous seven years by
the City but not collected by the County and remitted to the City.
City of Oak Park Heights, Minnesota
Management Report, Page 10
The collection rate on property taxes remains strong as illustrated below.
1987 1986 1985 1984
Delinquent taxes - January 1 $ 26,716 $ 15,762 $ 21,698 $ 15,622
Current levy 792,677 722,273 722,719 696,639
Total collectible 819,393 738,035 744,417 712,261
Receipts:
Property owners 726,303 652,959 673,518 635,680
State 63,449 58,360 55,137 54,883
Total receipts 789,752 711,319 728,655 690,563
Delinquent taxes - December 31 $ 29,641 $ 26,716 $ 15,762 $ 21,698
Total collections as a percent
of current levy 99% 98% 101% 99%
Special Assessments Receivable
Special assessments receivable consisted of the following types and amounts:
December 31, Increase
Description 1987 1986 (Decrease)
Delinquent $ 10,781 $ 10,882 $ (101)
Due from County 2,024 296 1,728
Deferred 125,117 174,900 (49,783)
Special deferred - Council action 14,800 14,800 -0-
Totals $152,722 $200,878 $ (48,156)
Deferred special assessments consist of the remaining principal installments on
assessment rolls. Certain balances calculated by the City continue to be at variance
with County records. We recommend that the City contact the County to reconcile these
differences. We are available to assist the City.
City of Oak Park Heights, Minnesota
Management Report, Page 11
Delinquent special assessments have been as follows for the past several years.
Percent
Delinquent Increase Increase
December 31, Assessments (Decrease) (Decrease)
1978 $ 5,867
1979 7,368 $ 1,501 25.58%
1980 12,177 4,809 65.26
1981 16,356 4,179 34.31
1982 27,275 10,919 66.76
1983 8,195 (19,080) (30.05)
1984 13,850 5,655 69.01
1985 12,020 (1,830) (13.21)
1986 10,882 (1,138) (9.47)
1987 10,781 (101) (.93)
The change in delinquent assessments receivable over the past three years was as
follows:
1987 1986 1985
Delinquent balance - January 1 $ 10,882 $ 12,020 $ 13,850
Add:
Current installments 40,260 45,734 69,510
Amount collectible 51,142 57,754 83,360
Less collections:
Current 38,170 40,547 64,533
Delinquent 2,140 6,210 6,471
Total collections 40,310 46,757 71,004
Adjustments (51) (115) (336)
Delinquent balance - December 31 $ 10,781 $ 10,882 $ 12,020
Current collections as a percent
of current levy 95% 89% 93%
Total collections as a percent
of current levy 100% 102% 102%
The above schedule indicates that the City is maintaining excellent collection
rates for special assessments.
City of Oak Park Heights, Minnesota
Management Report, Page 12
The amount reported as "Special Deferred" consists of an assessment which has been
deferred pending future connection to the sanitary sewer line. This amount was deferred
by City Council Resolution 84 -1 -1. The resolution does not stipulate the amount of
interest to be collected upon connection (if any). we recommend that the City clarify
the interest terms for this (and future) special assessment deferrals.
Fixed Assets
The City currently does not maintain detailed records nor accounting controls over
general fixed assets. This is not uncommon to suburban Minnesota cities. The effect,
however, is that the control over movable assets is diminished. Additionally, docu-
mented information for insurance claims may not be readily available.
The cost of a complete fixed asset system may be prohibitive for the entire City at
this time. Accumulation of fixed asset records for various departments, however, could
be accomplished at a lesser cost and all departments could eventually be phased in. The
task would require research into accounting records and physical identification of cer-
tain movable assets. The benefit of such an effort would be greater safeguarding of
City assets. The City is currently reviewing internal computer capability options. The
City has acquired a computer system capable of maintaining fixed asset records. At some
point the City may investigate fixed asset software alternatives.
The City owns certain developer constructed assets which were financed by the deve-
loper (as opposed to a City project). The City inspects these projects and upon comple-
tion these water and sewer mains are considered property of the City. We recommend the
City obtain final project costs (and /or estimated fair market value data) and add this
information to the enterprise fixed asset records.
City of Oak Park Heights, Minnesota
Management Report, Page 13
Compensated Absences Payable
Compensated Absences Payable consist of employee benefits for vacation and severance
pay which are vested by the employee and for which payment is probable. Severance pay
benefits are payable to the City's employees who have been with the City in excess of 10
years. These employees have vested severance pay which totaled $28,293 and $16,174 at
December 31, 1987 and 1986 respectively. The 1987 increase reflects several employees
who attained ten years of service. Also included in the accrual for compensated absences
is vacation pay benefits for all City employees of $2,049 at December 31, 1987 and
$1,881 at December 31, 1986.
Bonds Payable
Bond Issues
Special Special Revenue
Assessments District Bonds Totals
Balance - January 1, 1987 $ 232,000 $ 190,000 $ 140,000 $ 562,000
Principal Payments (34,000) (5,000) (15,000) (54,000)
Bonds Issued 995,000 995,000
Balance - December 31, 1987 $1,193,000 $ 185,000 $ 125,000 $1,503,000
Detail of outstanding bond issues are contained in Exhibits 2 and 3 of the 1987
Annual Financial Report.
a In November 1984, the City defeased the $900,000 General Obligation Sanitary Sewer
Improvement Bonds of 1967 and the $500,000 General Obligation Water and Sanitary Sewer
Improvement Bonds of 1968 by placing sufficient monies in an irrevocable trust to pro-
vide for all future debt service payments of these bond issues. At December 31, 1987,
this escrow account had approximately $1,925 of excess interest earnings of which the
City may withdraw. The escrow agreement between the City and First Trust Co. states the
City may annually withdraw investment earnings from the escrow account in excess of
minimum balances. We recommend the City review this option.
City of Oak Park Heights, Minnesota
Management Report, Page 14
Fund Equity
December 31, Increase
Fund Group 1987 1986 (Decrease)
Fund balance:
General $ 782,771 $ 692,520 $ 90,251
Special Revenue -0- 35,671 (35,671)
Debt Service 1,159,948 842,977 316,971
Capital Project 365,640 227,394 138,246
Totals 2,308,359 1,798,562 509,797
Retained earnings:
Enterprise 656,586 530,939 125,647
Totals - All Funds $2,964,945 $2,329,501 $635,444
The various causes for equity changes are discussed in the following section of this
report.
Individual Fund /Fund Type Analysis
General Fund
The financial statements for the General Fund are presented in Statements 6 and 7 of
the City's 1987 Annual Financial Report. The fund balance of the General Fund was
$782,771 at December 31, 1987 representing a $90,251 increase during 1987. This
increase is somewhat offset by the $35,671 fund balance decrease for the Federal Revenue
Sharing Fund and was the result of the following:
• Actual revenue greater than (less than) budgeted revenue:
General property taxes $ (3,728)
Intergovernmental 8,123
Licenses and permits 1,802
Fines and forfeits 6,809
Interest on investments 2,686
Charges for current services 1,493
Other 5,140 $ 22,325
• Budgeted expenditures less than (in excess of)
actual expenditures:
General government 664
Public safety 24,590
Street and highways 16,620
Sanitation (9,719)
Recreation 21,269
Capital outlay 513
Contingency 3,189 57,126
• Residual equity transfers in 10,135
• Fund balance budgeted increase 665
Net increase in fund balance for 1987 $ 90,251
City of Oak Park Heights, Minnesota
Management Report, Page 15
Details of the above amounts are presented in Statement 7 of the Annual Financial
Report.
The City has achieved and maintained a sound fund balance level for its General
Fund.
* Cash flow timina differences.
Expenditures are incurred somewhat Emenpncv or unanticbated
evenly throught the year. Property emend tureS. Examples include natural
taxes & State aids are not recc,eived di sasters, law stilts, comparable worth
until the second half of the year. A implementation and premature breakdown
reserve of one -half of such revenues of vital equipment.
is therefore recommended.
Reasons for
Reserves
�k Cataital outlay replacement. sic Saeclal City Council Projects.
Internal escrow for purchases which Preliminary studies, interfund loans
may exceed amounts available in and minor improvement projects are
any single budget cycle. This may examples of reserve uses,
also be accomplished through tran-
sfers to dedicated replacement funds.
* Intergovemmental revenue cutbacks.
The City 13 vulnerable to legislative actions at
both the Federal & State level. The recent
elimination of Revenue Sharing is one example.
Annual analysis of Local Government Aid &
Homestead Credit formulas is a constant threat
City of Oak Park Heights, Minnesota
Management Report, Page 16
The fund balance of the General Fund has increased over the past several years. The
schedule below reflects the fund balances for the past eleven years:
Year Ended Fund Increase
December 31, Balance (Decrease)
1977 $268,754 $ 29,251
1978 225,943 (42,811)
1979 186,836 (39,107)
1980 127,647 (59,189)
1981 1 82, 939 55,292
1982 300,999 118,060
1983 453,507 152,508
1984 579,612 126,105
1985 656,865 77,253
1986 692,520 35,655
1987 782,771 90,251
Fa v orabie bond rating 1.
* 11 ndicator. *Avoids temporary overdrafts
prior to major receipts.
* City may study effects of
�Ic Supplements revenues revenue cuts before gradual
with Investment earnings. program reductions.
Benefits of
Reserves
�k Provides the City
* Provides resources greater options to deal
for minor projects or with unexpected events.
feasabiltty reports.
- �k Avoids overburdening
of annual budgets for
certain capital outlay.
City of Oak Park Heights, Minnesota
Management Report, Page 17
The amount of General Fund reserve required to meet emergency and /or unanticipated
expenditures is not readily quantifiable. Rather, the level of this requirement must be
established by the City based on the history of the City and the philosophy of
"adequate" reserve coverage.
The reserve requirement to deal with unforeseen intergovernmental revenue reductions
is also difficult to quantify. State and federal legislation dealing with shared aids
is somewhat unpredictable. The City must strive to remain current on the effects of
changing legislation and budget such aids accordingly. A reserve balance in the City's
General Fund will mitigate the adverse effects of aid reductions which are received
after expenditure budget commitments are made.
The City's minimum cash flow reserve requirement is measurable. For the City of Oak
Park Heights, the minimum required surplus is $499,260 computed as follows:
1988 Budgeted Levy (Includes Homestead Credit) $ 899,000
1988 Anticipated Local Government Aid 99,520
Total $ 998,520
Minimum Required Cash -Flow
Reserve (One -Half of Total) $ 499,260
The City has demonstrated that a financially sound General Fund is attainable
through prudent fiscal planning. The City has met its cash flow required reserve and
also has approximately $283,000 of other General Fund reserves to fulfill the various
other reserve requirements as described in this report.
During 1987, the City adopted Resolution 87 -10 -42 establishing General Fund
reserves /designations for cash flow, contingent employee benefits and general con-
tingency. At December 31, 1987, the General Fund balance was designated as follows:
City of Oak Park Heights, Minnesota
Management Report, Page 18
Designated for:
Cash flow $ 499,260
Contingent employee benefits 98,912
General contingency 153,161
Sub -total 751,333
Undesignated 31,438
Total fund balance $ 782,771
The City of Oak Park Heights has taken actions over the past several years to
improve the financial position of its General Fund. These actions have provided the
City the ability to establish a Capital Improvement Fund funded primarily from General
Fund transfers (see later comments - Capital Improvement Fund and Capital Replacement/
Acquisition Budgeting). We commend the City for these actions and encourage the City to
continue to monitor this reserve balance. An adequate reserve structure will enable the
City to retain its financial independence and integrity during the present change in
economic environment.
Special Revenue Fund
The financial statements for the Revenue Sharing Fund are presented in Statements 8
and 9 of the City's 1987 Annual Financial Report. A summary of the Revenue Sharing
transactions from inception through December 31, 1987 is as follows:
City of Oak Park Heights, Minnesota
Management Report, Page 19
Prior
Years 1987 Total
Revenue:
Revenue sharing entitlements $555,787 $ 641 $556,428
Interest on investments 48,981 972 49,953
Donations and contributions 11,490 11,490
Total revenue $616,258 $ 1,613 617,871
Expenditures:
Professional and consultant
services $ 2,616 2,616
Park land acquisition 78,578 78,578
Playground equipment 10,789 $ 5,371 16,160
Land easement 5,750 5,750
Public safety 7,500 7,500
Police vehicles - equipment 83,242 83,242
Park fencing 23,457 23,457
Fire protection 3,498 3,498
Youth service bureau 25,208 4,500 29,708
Shade trees 16,380 16,380
Valley View Park improvement 50,945 50,945
Office equipment 9,024 9,024
Public works vehicles 27,650 27,160 54,810
City hall expansion 75,000 75,000
Sanitation and waste 158,500 158,500
Other 2,450 253 2,703
Total expenditures $580,587 $ 37,284 617,871
Balance - December 31, 1987 $ -0-
Federal legislation has eliminated Revenue Sharing. The City closed this fund in
1987 to the General Fund.
Debt Service Funds
The combining financial statements for the Debt Service Funds are presented in
Statements 10 and 11 of the 1987 Annual Financial Report. Debt Service Funds are a type
of governmental fund to account for the accumulation of resources for the payment of
interest and principal on debt (other than Enterprise Fund debt). The City maintained
five Debt Service Funds during 1987 as follows:
City of Oak Park Heights, Minnesota
Management Report, Page 20
Fund Balance
December 31, Increase
Fund 1987 1986 (Decrease)
G.O. Storm Sewer Improvement Bonds of 1971 $ 37,387 $ 41,825 $ (4,438)
Storm Sewer Bonds of 1982 6,444 5,163 1,281
Improvement Bonds of 1982 62,243 50,040 12,203
G.O. Bonds of 1983 46,028 42,169 3,859
G.O. Improvement Bonds of 1987 231,252 -0- 231,252
Totals $ 383,354 $ 139,197 $ 244,157
Debt Service Funds may have one or a combination of the following revenue sources
pledged to retire debt as follows:
- Property Taxes. Primarily for general City benefit projects such as parks
and municipal buildings. Property taxes may also be used to fund special
assessment bonds which are not fully assessed.
- Tax Increment. Pledged exclusively for tax increment /economic development
districts.
- Capitalized Interest Portion of Bond Proceeds. After the sale of bonds, the
project may not produce revenue (tax increments or special assessments) for a
period of one to two years. Bonds are issued with this timing difference
considered in the form of capitalized interest.
- Special Assessments. Charges to benefited properties for various improve-
ments.
In addition to the above pledged assets, other funding sources may be received by
Debt Service Funds as follows:
- Residual project proceeds from the Capital Project Fund.
- Investment earnings.
- State or federal grants.
- Transfers from other funds.
Pledged assets may be divided into three categories: 1) Recorded as fund assets with
the revenue deferred until collected (levied assessments and levied taxes); 2) Actually
received by the fund and included in fund balances (collected assessments, interest,
bond proceeds, etc.); and, 3) Future pledged assets not recorded as assets but intended
to be collected at a future date (scheduled property taxes and estimated tax increment
collections).
City of Oak Park Heights, Minnesota
Management Report, Page 21
New reporting standards have been implemented for the City of Oak Park Heights
whereby the special assessment fund type has been eliminated. Such funds are now com-
bined with the City's Debt Service Fund. The diverse nature of the type of debt
included in the same fund type requires careful analysis to determine the adequacy of the
fund balance and projected fund balance.
Storm Sewer Bonds of 1982
These bonds were issued to provide financing for the Storm Sewer District construc-
tion. The City Council established this district in October, 1982 per City ordinance
1600. A projection of the final fund position based on scheduled levies and debt
requirements is as follows:
Fund Balance - December 31, 1987 $ 6,444
Additions:
Future scheduled tax levies 383,614
Total 390,058
Deductions:
Debt requirements:
Principal 185,000
Interest 180,323
Total 365,323
Projected Fund Balance $ 24,735
Normal Projected Fund Balance -
5% of debt requirements $ 18,300
The above projection indicates that this fund will have adequate assets to meet
bonded debt payments.
City of Oak Park Heights, Minnesota
Management Report, Page 22
Special Assessment Debt Service Funds
During 1986, the City prepared a "Special Assessment Debt Service Study" based on
December 31, 1985 financial data. The cash flow schedules were computer generated which
allowed for presentation of various optional schedules. The report should be used to
monitor actual results versus projected results. The report should be updated in the
future when actual results vary materially from projected results.
Special Assessment Debt Service Funds are established by bond sale resolutions and
must legally exist during the period the bonds are outstanding. During that period,
these funds collect revenues to pay the principal and interest on bonds in a timely
manner. The primary sources of revenue for these funds is special assessments charged
to benefiting property owners and general debt tax levies. The assessments recover
construction costs over the term of the assessment roll plus interest at specified
rates. In addition, these funds commonly collect revenue from interest on investments,
general property taxes and other designated sources. All monies of the Special
Assessment Debt Service Funds are committed to debt retirement until the City's obliga-
tion is satisfied. These monies are not available for any other City purpose until debt
maturity.
The combination of the various projected revenue sources along with the scheduled
debt service payments formed the basis for the financial projections contained in the
Special Assessment Debt Service Study. The study was prepared based on assumptions of
various collection rates for tax levies and special assessments and interest on invest-
ments. Actual collection rates on taxes were 101 %, 98% and 99% for 1985 through 1987
respectively. The following schedule compares the actual cash balance to the projected
cash balance as of December 31, 1987.
City of Oak Park Heights, Minnesota
Management Report, Page 23
Cash and
Investment Balance Final
December 31, 1987 Bond
Debt Service Account Actual Projected Variance Maturity
G.O. Storm Sewer Bonds of 1971 $ 37,292 $ 35,103 (1) $ 2,189 1991
G.O. Improvement Bonds of 1982 61,574 43,832 (2) 17,742 1993
G.O. Improvement Bonds of 1983 45,656 39,614 (3) 6,042 1993
(1) The projected balance is based on:
- 7% investment rate
- 90% collection rate for property taxes
- 50% cancellation of property taxes
(2) The projected balance is based on:
- 7% investment rate
- 90% collection rate for property taxes and assessments
- $5,000 annual increase of scheduled property tax levies
(3) The projected balance is based on:
- 7% investment rate
- 90% collection rate for property taxes and assessments
- increase of scheduled property tax levies
The variances in the G.O. Improvement Bonds of 1982 and the G.O. Improvement Bonds
of 1983 were primarily due to prepayments of assessments in 1987 of $13,464 and $6,841
respectively. We recommend that the City continue to monitor actual results with pro-
jected results.
Improvement Bonds of 1987
The Improvement Bonds of 1987 were sold to finance improvements for the City's
Swager Brothers 9th Addition. The project is scheduled to be assessed in 1988. During
1987, the City received $128,240 as assessment prepayments based upon estimated costs.
We recommend the City review these prepayments upon project completion and make adjust-
ments to the estimated amounts if necessary.
City of Oak Park Heights, Minnesota
Management Report, Page 24
Capital Project Funds
The financial statements for the Capital Project Funds are presented in Statements
12 and 13 of the City's 1987 Annual Financial Report. Pursuant to changes in reporting
standards, the Capital Project Fund type now includes special assessment projects. The
fund balances (deficits) of the Capital Project Funds were as follows at December 31,
1987 and 1986:
Fund Balance (Deficit)
December 31, Increase
Fund 1987 1986 (Decrease)
Closed Bond Fund $ 776,594 $ 703,780 $ 72,814
Capital Improvements Fund 152,033 166,638 (14,605)
Storm Sewer Drainage Improvement -0- (2,080) 2,080
EDP System -0- 11,936 (11,936)
Interim Construction -0- (107) 107
Completed Construction 61,851 51,007 10,844
Swager's 9th Utilities 151,756 -0- 151,756
Total $1,142,234 $ 931,174 $ 211,060
Closed Bond Fund off 3 Y/8 I r
During 1984, the City established the Closed Bond Fund. Initial funding for this
fund was provided through the residual balances of closed (or defeased) special
assessment bond funds of the City. A summary of transactions from inception is as
follows:
Financing sources:
General property taxes $ 1,658
Special assessments 68,311
Interest on investments 129,422
Interfund interest 7,413
Connection charges 57,616
Transfers in:
G.O. Bonds of 1967 and 1968 345,901
G.O. Bonds of 1976 56,755
G.O. Bonds of 1977 71,179
G.O. Bonds of 1978 and 1979 83,960
Sewer and Water Bonds of 1982 1,764
Total financing sources $ 823,979
Financing uses:
Professional services 2,751
Transfers out:
Sewer and Water Bonds of 1982 (construction) 40,364
G.O. Improvement Bonds of 1983 (construction) 4,270
Total financing uses 47,385
Fund Balance - December 31, 1987 $ 776,594
City of Oak Park Heights, Minnesota
Management Report, Page 25
The purpose of the Closed Bond Fund is to receive residual balances of closed spe-
cial assessment bonds. Amounts on hand at December 31, 1987 are available for use at
the Council's discretion. We recommend that the City review the existing and projected
cash balance of this fund and establish City policy regarding the allowable use of such
monies. Several areas to consider are:
• Temporary funding of other debt service fund deficits.
• Supplemental financing of construction deficits.
• Full financing of minor construction projects.
• Supplemental financing of replacement of systems (water and sewer) which had
been previously assessed.
• Long -term capital improvement program financing (see later comments).
Capital Improvements Fund (401)
The Capital Improvements Fund was established in 1978 to account for monies set
aside for capital improvements. A schedule of activity from inception is shown on the
following page.
OMW - of MA Suk olsoft an"Nott
1
City of Oak Park Heights, Minnesota
Management Report, Page 27
The balance is committed for future programs as shown on the preceding page. The
1988 General Fund operating budget specifies an additional transfer of $107,000, as
follows:
° Sealcoat $ 20,000
• Recreation 37,000
° Street Reconstruction 50,000
Total $ 107,000
Storm Sewer Drainage Improvement (403)
This fund was created in 1982 to account for storm drainage improvements which were
approved for construction during 1982. Costs incurred through December 31, 1987 total
$244,657. This project is financed by the $205,000 Storm Sewer Bonds of 1982. Activity
of this fund from inception to December 31, 1987 is as follows:
General property taxes $ 39,612
Homestead credit 3,401
Bond proceeds 181,482
Interest on investments 6,997
Other City participation 11,295
Other 172
Total amount available 242,959
Construction Costs:
Contractor 183,935
Engineering 42,501
Legal 5,339
Other 12,882
Total 244,657
Transfer from General Fund 1,698
Fund balance - December 31, 1987 $ -0-
The City closed this fund in 1987 through a transfer from the General Fund.
City of Oak Park Heights, Minnesota
Management Report, Page 28
EDP System (404)
The City established this fund in 1985 to account for all computer acquisition
costs'. Financing for this fund was provided by a budgeted transfer of $50,000 from the
General Fund in 1985. Financing and expenditures (to date) have been as follows:
Financing sources:
Transfer from General Fund $ 50,000
Interest on investments 3,036
Total $ 53,036
Expenditures:
Hardware 22,012
Software 17,745
Facility changes (electrical) 1,134
Other costs 1,972
Total 42,863
Transfer to General Fund 10,173
Fund balance - December 31 $ -0-
The City closed this fund to the General Fund during 1987.
Completed Construction (510)
This fund was established in 1977 by closing several construction accounts to one
account. This account has a fund balance of $61,851 at December 31, 1987. The fund
balance is composed of the following net assets at December 31, 1987 and 1986.
December 31,
1987 1986
Cash and investments $ 61,617 $ 50,023
Due from other funds 265 843
Special Assessments Receivable 29,230 38,439
Due to other funds (19) -0-
Refund payable (12) (12)
Deferred revenue (29,230) (38,286)
Totals $ 61,851 $ 51,007
City of Oak Park Heights, Minnesota
Management Report, Page 29
A summary of transactions in this fund from inception (1977) through December 31,
1987 is as follows:
Prior
Years 1987 Total
FINANCIAL SOURCES:
Transfers In /(Out) - Unbonded
Construction Projects:
• Swager #2 -5 $ 12,502 $ 12,502
• Port of Sunnyside (10,141) (10,141)
• Valley View Storm Sewer (17,324) (17,324)
• Prison Utilities (17,340) (17,340)
• Other 768 768
Interest on Investments 17,656 $ 3,360 21,016
Assessments 86,961 12,236 99,197
Other 2,673 2,673
Total Financial Sources 75,755 15,596 91,351
EXPENDITURES 24,748 4,752 29,500
REMAINING BALANCE $ 51,007 $ 10,844 $ 61,851
The remaining balance is available to be used by the City for Council designated
purposes.
Swager's 9th Addition
This project was in process at December 31, 1987. Financing was provided by the
G.O. Improvement Bonds of-1987. This project is scheduled to be assessed in September
of 1988. The assessments are estimated to be $995,000 with a term and rate of 5 years
and 7% respectively. Upon completion, we recommend this fund be closed to the related
Debt Service Fund.
Enterprise Fund
The financial statements for the Enterprise Fund (Water and Sewer Utilities) are
presented in Statements 14, 15 and 16 of the City's 1987 Annual Financial Report.
Condensed comparative operating statements of income and expense for the utility opera-
tions excluding depreciation on contributed assets of the City are as follows:
City of Oak Park Heights, Minnesota
Management Report, Page 30
Water Department
1987 1986
Amount Percent Amount Percent
Revenue:
Customer billings and other $116,151 100.00% $ 89,213 100.00%
Operating expenses:
Contractual services 34,703 29.88 24,022 26.93
Administrative and personnel charges 15,750 13.56 15,000 16.81
Other 12,260 10.55 15,787 17.70
Total operating expenses 62,713 53.99 54,809 61.44
Net income before depreciation 53,438 46.01% 34,404 38.56%
Depreciation - purchased assets 7,429 7,498
Net operating income $ 46,009
$ 26,906
Water Opera .
ting
Revenue & Expense
$120,000
$100,000
$80,000
D Contractual Services
$60,000 _:_::::::_: I ?i €— ® All Other Expenses
M ;9�6�6191i1 ?�E �14'sglg�gi ;his
_,: _:_ _ : • : ::: !. !_::!:: O. Operating Revenue
$40,000 —_ _ _' _? __ _'_''' `•'`__''_ _
$20,000
$0
1983 1984 1985 1986 1987
City of Oak Park Heights, Minnesota
Management Report, Page 31
Sewer Department
1987 1986
Amount Percent Amount Percent
Revenue:
Customer billings and other $161,949 100.00% $133,489 100.00%
Operating expenses:
MWCC 82,469 50.92 83,373 62.46
Other contractual services 8,673 5.35 7,270 5.45
Administrative charges 15,750 9.72 15,000 11.23
Other 567 .35 1,073 .80
Total operating expenses 107,459 66.34 106,716 79.94
Net income before depreciation 54,490 33.66% 26,773 20.06%
Depreciation - purchased assets 2,018 2,018
Net operating income $ 52,472 $ 24,755
Sewer Operating
.. .
Revenue & Expense
$180,000
$160,000
$140,000
$120,000
0 MWCC
$100,000
'�` "'��' ®All Other Expenses
$80,000 — ,•.....•....... _ € €' Ff3EjEEEEE fa
M ''''''''''''' °'•'' °'' °•' ° • ° p ° ' ° ° p ° °' LO• Operating Revenue
$ 60 ,000
$40,000 �'':' €i3'•: ''i �0 — ''i ' =' = €' 'g; ;'-'t ;'t ' 't't'' — ' ' 'l `':'
$20,000 -
$0
1983 1984 1985 1986 1987
City of Oak Park Heights, Minnesota
Management Report, Page 32
The single largest expense of the Sewer Operations is the contractual services of
the Metropolitan Waste Control Commission (MWCC). The MWCC charges comprise over 75% of
sewer expenses. The City must set rates at levels adequate to pay for the pass- through
cost, or provide funding from other City funds. In view of this financial structure and
arrangement, the City's ability to exercise control over its sewer operations is
limited. The City could be construed to be acting only as an agent for the MWCC with
regard to sanitary sewer operations. A summary of MWCC charges is as follows:
MWCC Billings
$100,000
$90,000
$80,000
$70,000
$60,000
$50,000
$40,000
$30,000
$20,000
$10,000
$0 i
1980 1981 1982 1983 1984 1985 1986 1987 1988
■ MWCC Estimated ® MWCC Actual
The MWCC bills the City annually on an estimated 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 operations. The Metropolitan Waste Control
Commission billings for the period 1974 through 1988 (see graph) were as follows:
City of Oak Park Heights, Minnesota
Management Report, Page 33
Estimated Actual
Percent Percent
Year Amount Change Amount Change
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 28.52% 34,090 290.81%
1980 19,257 (26.51) 34,197 .31
1981 39,492 105.08 34,048 (.44)
1982 56,553 43.20 47,736 40.20
1983 66,348 17.32 43,970 (7.89)
1984 75,338 13.55 68,712 56.27
1985 71,879 (4.59) 69,509 1.01
1986 85,742 19.29 72,992 5.01
1987 95,219 11.05 Not available
1988 98,135 3.06 Not available
Note: The bracketed figures above indicate payments from the MWCC.
There are two basic factors which affect billings from the MWCC. The first is
changes in use of the system. The estimated usage for 1988 remained the same as 1987
(130 million gallons) . The second factor which affects the billings from MWCC is their
cost to process gallonage. Their cost to process (per million gallons) increased for
1987 to $839 from $787 for 1986. The 1988 cost to process increased 2.40% to $859. The
combination of these factors increased the City's estimated cost in 1988 by 2.3 %. As
the system gains users, the increased usage part of overall increases should be offset
by the billings to new users. The per unit portion of the increase, however, must be
borne in full by existing users or be subsidized by overall City operations.
The City must maintain an adequate level of income to:
° Offset MWCC expenses (and other City expenses).
• Meet bonded debt requirements ($22,000 to $28,000 per year).
• Provide for capital replacement.
° Establish a means of paying for emergency or unanticipated expenses such as
major repairs.
We concur with the City's efforts to commission rate studies and recommend that
annual rate reviews continue to be a standard procedure for the City.
City of Oak Park Heights, Minnesota
Management Report, Page 34
Internal Accounting Controls
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 1987 disclosed no material deficiencies in the City's system of
internal controls not identified in this report or past reports to the City Council.
As part of our examination, we made a study and evaluation of the
system of internal accounting control of the City of Oak Park Heights to
the extent we considered necessary to evaluate the system, as required by
generally accepted auditing standards. The purpose of our study and eva-
luation was to determine the nature, timing and extent of the auditing
procedures necessary for the expression of an opinion on the City's finan-
cial statements. Our study was more limited than would be necessary to
express an opinion on the system of internal accounting control taken as a
whole or on any of the categories of controls identified.
The City of Oak Park Heights is responsible for establishing and main-
taining a system of internal accounting control. The objective of inter-
nal accounting control is to provide reasonable, but not absolute,
assurance as to the safeguarding of assets against loss from unauthorized
use or disposition, and the reliability of financial records for preparing
financial statements and maintaining accountability for assets. The con-
cept of reasonable assurance recognizes that the cost of a system of
internal accounting control should not exceed the benefits derived and
also recognizes that the evaluation of these factors necessarily requires
estimates and judgments by management.
There are inherent limitations that should be recognized in con-
sidering the potential effectiveness of any system of internal accounting
control. In the performance of most control procedures, errors can result
from misunderstanding of instructions, mistakes of judgment, carelessness,
or other personal factors. Control procedures whose effectiveness depends
upon segregation of duties can be circumvented by collusion. Similarly,
control procedures can be circumvented intentionally by management either
with respect to the execution and recording of transactions or with
respect to the estimates and judgments required in the preparation of
financial statements.
Also, projection of any evaluation of the system to future periods is
subject to the risk that the procedures may become inadequate because of
changes in conditions and that the degree of compliance with the proce-
dures may deteriorate.
City of Oak Park Heights, Minnesota
Management Report, Page 35
Our study and evaluation made for the limited purpose described in the
first paragraph would not necessarily disclose all material weaknesses in
the system. Accordingly, we do not express an opinion on the system of
internal accounting control of the City of Oak Park Heights taken as a
whole. However, our study and evaluation disclosed that a substantial
portion of the accounting process is performed by a single employee.
Ideal conditions call for segregation of duties to establish a system of
internal testing of procedures performed. Additionally, our evaluation
disclosed that the City does not maintain a system of control over fixed
assets. These conditions are common to cities of this size. Any modifi-
cation of internal controls in these areas must be viewed from a
cost /benefit perspective.
These conditions were considered in determining the nature, timing,
and extent of the audit tests to be applied in our examination of the
December 31, 1987 financial statements, and this report does not affect
our report on the financial statements dated February 26, 1987.
This report is intended solely for the use of the City of Oak Park
Heights and should not be used for any other purposes.
Computer System
The City's Finance /Administration Department has implemented all phases of the
following applications:
• Utility accounts receivable
° Word processing
• General ledger including accounts payable, receipting and bank
reconciliations.
• Payroll
The Police Department substantially implemented all phases of applications. The
police department is now considering the expanding of the system to have access to the
State's data base.
We recommend that the City continue to monitor the security and accuracy of the
system and evaluate the adequacy of the support provided by the software vendor.
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City of Oak Park Heights, Minnesota
Management Report, Page 37
Summary
The following listing is a summary of the items which should be recorded, investi-
gated and /or resolved during 1988.
• Contract the County to reconcile various deferred special assessment balances.
(Page 10)
• Clarify the interest terms for current and future special assessment deferrals.
(Page 12)
° Obtain final construction costs for developer contributed assets and add this
information to the Enterprise fixed assets records. (Page 12)
• Consider withdrawing investment earnings from the escrow account in excess of
minimum balances. (Page 13)
° Continue to monitor actual results with projected results for Special Assessment
Debt Service Funds. (Page 23)
• Review assessment prepayments upon project completion of the Swager Brothers 9th
Addition and make adjustments to the estimated amounts if necessary. (Page 23)
• Review the existing and projected cash balance of the Closed Bond Fund and
establish City policy regarding the allowable use of such monies. (Page 25)
° Close the Swager's 9th Addition Fund to the related Debt Service Fund upon
completion. (Page 29)
• Continue efforts to review utility rates as reported in the City's "Water and
Sewer Rate Study ". (Page 33)
° Continue efforts to review internal computer systems and review internal
controls affected. (Page 35)
Respectfully submitted,
VOTO, TAUTGES, REDPATH & CO., LTD.
Certified Public Accountants
April 29, 1988