Agenda6:30 pm CaII to order
Tuesday, August 11, 1998
6:30 p.m.
Raspberry Room
6:35 pm HCA staffing, Rick Brausen
7 pm Charter ordinance amendment, bill payment policy /process,
Yager
7:30 pm 1999 budget and tax levy, Yager
8 pm Snow emergency policy, Stadler
9 pm Social Services budgeting, Mielke
9 :45 Other
10 pm Adjourn
August 6, 1998 City Council Report
Overview
The City of Hopkins is a Homerule Charter City. Minnesota Statute allows us to establish our
own procedures for disbursing funds. Currently the council pre- approves all payments of the
city. This procedure is the one described for non - homerule charter cities in the Minnesota
Statutes, chapter 412. The city is limited to paying its' liabilities and expenditures on a by-
monthly basis except when payment is essential for city operations, a manual check is disbursed.
Staff recommends a change in the disbursement of city funds to eliminate the pre - approval of
expenditures and liabilities of the city.
Proposed Procedures
DISBURSEMENT POLICIES AND PROCEDURES
The Finance department proposes to issue checks once a week to take full advantage of discounts
offered, avoid late fees and to maximize the cash flow of the City. Every week, Finance will
include in the council update a list of vendors and amounts to be paid in the future. The council
can call early the following week to inquire about a specific payment. Once a month, at a regular
council meeting, the Council will review the checks issued and ratify the payments.
The majority of payments will make the list, which is reviewed by the council weekly, but there
will be invoices that will be submitted late and will need to be paid prior to the councils review.
These payments will appear on the monthly review and ratification of checks issued.
Supporting Information
Attached is a copy of the new procedures and policies for disbursing city funds
Chapter seven of City Charter (amended)
Lori Yager
Finance Director
2.02 The Finance Department shall maintain a file on possible suppliers, as well as
catalogues, advertising, etc.
2.03 When necessary for City departments to correspond with suppliers on some technical
matter, copies of the correspondence shall be forwarded to the Purchasing Agent.
2.04 All employees of the City shall keep themselves free of obligation to any of the City's
suppliers.
3. REQUIREMENTS FOR PURCHASING
3.01 Field Orders. For all commitments under $200.00 not covered by purchase order or
petty cash. Field orders are prenumbered and assigned to departments and must be
signed by the department head. This is a three part form. The original is signed by the
employee and the vendor and is left with the vendor. First copy (blue) is forwarded to
Accounts Payable by the next working day with sales slip, invoice, or delivery ticket
attached. Second copy (green) remains in the book for the department.
3.02 Purchase Orders.
(1) $200 - $1,000 Requisition signed by Department Head.
(2) $1,000 - $5,000 Requisition signed by Department Head. Attach two informal
quotes.
(3) $5,000 - $25,000 Requisition signed by Department Head and City Manager. Three
informal quotes.
(4) Above $25,000 Advertise /sealed bids per M.S.S. 471.345. Signed contract
replaces need for purchase order.
3.03 All non - budgeted purchase requests over $500.00 must be accompanied by a staff report
justifying the expenditure. Requisition must be signed by the City Manager.
3.04 DEFINITIONS
Capital Outlay - the purchase of any item or equipment costing over $2,000 and having
a useful life of at least 3 years.
Operating and Maintenance Supplies - non - capital outlay items, equipment, or services
necessary for normal operations and maintenance.
3.05 Multiple item purchases form a single vendor are to be placed on one purchase order.
4. PURCHASE REQUISITION
4.01 The purchasing requisition serves to inform the Purchasing Agent of the needs of the
requisitioning department and to define exactly the material supply or service requested.
Legislative Policy Manual -- Chapter 6 -A 2
6.02 In cases of emergency, an employee, with the approval of the Purchasing Agent, may
purchase directly any materials, supplies, or services necessary to the immediate
continuation of the work of the department. Such purchases and the emergency causing
them shall be reported in writing to the Purchasing Agent no later than the work day
following such purchase.
6.03 If an emergency occurs during regular working hours, the employee, upon securing
purchase approval, must then request a confirming purchase order from the Purchasing
Agent or Department Head. This number is given to the supplier for inclusion on his
invoice and should also be placed on the departmental requisition.
6.04 When the purchase is made, an invoice or sales ticket shall be obtained by the
purchaser.
6.05 At the first opportunity, the purchase order, with the invoice or sales ticket attached,
shall be submitted to the Purchasing Agent. Terms of the transaction indicating price
and any discount allowed shall be shown.
6.06 In cases where the purchase exceeds $500.00 for a non - budgeted item, written
justification of the purchase shall be submitted to the City Manager.
7. PAYMENT PROCEDURES
7.01 The City will make payments only on original invoices. If a vendor cannot issue an
invoice separate from statements the vendor must note on the statement they do not
issue invoices and that their statement is the only form of billing that will be rendered. If
the original invoice is lost, the vendor must submit a copy of the invoice and state
thereon that payment has not been received with current date of such notation.
7.02 Requesting payment for a purchase will require the following file:
• Original invoice;
• Goldenrod copy of purchase order with original requisition;
Copies of formal or informal quotes (if applicable);
Signature, date, and proper account code.
If remittance advice or other items are to be returned with the check they must be paper
clipped to the back of the file.
7.03 If the requester has a valid reason to receive the check for mailing, paper clip a note to
the front of the file. Normal procedure is for the check signer to mail out checks.
Legislative Policy Manual -- Chapter 6 -A 5
7.04 For certain limited uses a "Request for Check" form can be submitted to have a check
prepared (e.g. travel advance, certain repetitive agreement payments if no invoice is
available, etc.)
7.05 All costs incurred by an employee for travel, seminars, meetings, parking, etc. are to be
submitted on a "Travel Expense Voucher ".
7.06 Please forward all requests to Accounts Payable as they are completed daily. In order to
be included in the next check issuance, on a council prelist an item must be in
Accounts Payable by noon on the Tuesday Wednesday preceding a council meeting
the Friday check run.
7.07 When a payment will exceed $50,000 you must notify Finance two weeks in advance.
Also if there is some uncertainty about when a check needs to be released, notify
Finance to hold a check exceeding $10,000 for more than three days.
7.08 Partial payments on a purchase order shall not be made except in extreme situations. If
necessary, a copy of the purchase order should be forwarded with the partial payment
and the goldenrod copy forwarded with the final payment on the purchase order.
7.09 Interim checks will only be issued in emergency situations. to cover payroll, take
7.10 A list of vendors and payment amounts will be provided to the council on a weekly
basis and a list of checks issued will be reviewed by the council once a month and
ratified at a regular council meeting.
8. PETTY CASH
8.01 Two petty cash funds are maintained:
1. City Hall Receptionist
2. Public Works Administration
8.02 Petty cash purchases shall be kept to a minimum. A sales slip or petty cash voucher
must include explanation of what was purchased, account code and signature or person
receiving the cash. The petty cash funds will be maintained on an imprest system.
Legislative Policy Manual -- Chapter 6 -A
Established 8/18/87
Revised 6/26/92
Revised 8/12/98
City of Hopkins
August 6, 1998 City Council Report
Overview
1999 BUDGET DISCUSSIONS
The City of Hopkins is beginning the process of setting the 1999 budget and tax levy. The city
council is charged with the authority to establish a budget for 1999, staying within the levy limits
set forth by the State of Minnesota. Last year there were discussions of budget goals. Lets
review those goals and establish new goals for 1999.
OLD 1998 Budget Goals
• Maintain the 1998 tax levy at the 1997 amount. - The 1998 total city levy was $15,384 higher
than 1997, which equated to less than 1% over 1997, (actual was 0.2% increase over 1997). If
we subtract out our fiscal disparities distribution and the HACA credit our tax levy after credits
went down by $12,871. In fact, the tax levy after credits has gone down for the last two years
by a total of $47,260. (see attached spreadsheet).
Maintain basic city services at current levels. — accomplished
Analyze all programs and services to:
look for ways to reduce dependency on the property tax,
- find greater efficiencies in the provision of current services and programs,
- compare staffing levels to workloads to assure proper allocation of resources,
create greater linkages between revenues and expenses, to allow for more entrepreneurial
approaches to non - essential services. - Implementation of further cost allocations for
1999.
Forecast funding needs and tax implications to assure strong long -term financial stability. - See
attached.
Provide adequate funds to meet necessary technology upgrades. - We have implemented a
computer replacement program in the equipment replacement fund.
• Continue policy of not using fund balances for operating expenses. - In the beginning of 1994
the City of Hopkins general fund balance was $3,202,282 by the end of 1997 the fund balance
was $2,940,139 which is a use of $262,143 of fund balance over four years. This is largely
attributed to the Shady Oak Beach Development and the change in allocation of interest earnings.
We need to rebuild our fund balance to provide available funds for future projects.
Recognize and award employees that help the city save money.
NEW GOALS FOR 1999
Resolve the information systems technical needs issues.
Attached are three different scenarios for the 1999 budget and tax levy. Also there is a general
fund spending projections for five years and three years of past tax rate calculations, for
informational purposes. We can discuss these in detail at the work session.
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GENERAL FUND
(000'S Omitted)
1999 2000 2001 2002 2003
Working Capital Begin Year 2,825 2,658 2,588 2,563 2,580
Revenues 6,405 6,597 6,795 6,999 7,209
Expenditures 6,572 6,667 6,820 6,982 7,181
Projected Excess (Use) of
Fund Balance (167) (70) (25) 17 28
CIP - CR projects not in levy 0 0 0 0 0
Working Capital Ending Balance 2,658 2,588 2,563 2,580 2,608
Designated Cash Flow Goal 2,629 2,667 2,728 2,793 2,872
Undesignated Fund Balance 29 (79) (165) (213) (265)
Assumes no change in revenue or expenditure budgets for 1999
Assumes a 3% inflation increase in revenues and expenditures.
Assumes 40% of current expenditures designated for cash flow.
Includes known Capital Improvement Projects through 2003.
Working Capital Balance 12/31/03 2,608
Uncommitted Fund Balance (265)
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