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Home My WebLink AboutResolution 170-1998 RESOLUTION NO. 170-98 AUTHORIZING TRANSFERS FROM CONTINGENCY FUND BE IT RESOLVED by the City Commission that a transfer of$246,000 from the Contingency Fund to the following General Fund Accounts be hereby authorized as follows: 101403542301 Publication/Recording Fees $ 6,000.00 101407542210 Election Officials (Elections) $ 3,000.00 101407542602 Election Supplies (Elections) $ 3,000.00 101412542201 Legal Services (Attorney) $ 18,000.00 101415542203 Contracting Services (Finance) $ 8,000.00 101415542801 Telephone (Finance) $ 4,000.00 101415592000 Furniture & Equipment (Finance) $ 12,000.00 101422510100 Regular Pay (Fire) $ 10,000.00 101422592000 Furniture & Equipment(Fire) $ 12,000.00 101437542804 Street Lighting $ 10,000.00 101452599909 Recreational Trail (Park) $ 43,000.00 101495585649 Fourth of July Subsidy $ 1,200.00 101495595653 RR Feasibility Study $ 11,300.00 101495585654 BMU Loan(EDC) $ 38,400.00 504000096000 Industrial Development(Street) $ 70,000.00 $ 246,000.00 Passed and approved this 29`�' day of December, 1998. Mayor qt,.,:..: %+�� .�`i.`,Q,PORAIFQ•,�-S {U•�M83 �� w9:, .`oR. ;;`.�y, ;C�J'• •�� Finance Officer . � �,,�=�% _...�-...� � - � �k , ��' 1 � 'J"� . %�` �,�.�`" .�( � � � ;4� `�' ��`- ;i ; ��C'` v � �� r\ ' � ' RESOLUTION NO. 45-97 AUTHORIZING TRANSFERS FROM CONTINGENCY FUND �c.(�' Oc�J m � BE IT RESOLVED by the City Commission that a transfer of$ ,�i�� from the Contingency Fund to the following�eneral Fund AccountsCb�he�b�nt�;z�dr a�j llo�wPs� � , . _ .m_� Viaduct Project -� 10 � ee i'�tii�g-�-�_-----�.��_.,.��, . _.._..,..�. 02 Election Supplies $ 00 101428510101 Crossing Guards 1 20 �'��ecogm ` 4 417 _ � � , Passed and approved this Sl?th day of December, 199� Mayo ��`,��'tiaifo•. S ti.:ac, c:�; M,��.9 :� m��., °o� °o o� Finance Officer � �1 ��35 �1230� �uhlr �� ';�n1 �e �orc�•' t�Q ( � l O � �0 7 S ��„��'/ C3 �� Q c�'i o Y.. � [[, / ,� ��. S � l�7,� �t� � �O f G� CJ� Ca �,i6 � ' � � a �-T-��,n S\� � C� i 1 S\ ��ec'�ons l �/'.J � � r. /O ( L/ / Z � � 2.? Ol / p�� iQSC�Ia�-�jc�15� � �D�C� �� C_ Q9� / �Jer VIC2 S �A�1p�1181�> I O / � O� � �i 1 0 ► y I 5 5 y.�,2o3 ► � o�,�r �c��,�� Frvi'cc f, l o ( LI I 55 y � do/ -r'� 10 � �F' �e,►;�. } m a � � o t y i 55 G2oop �v� ��•,-ic,� * ��9� c;..�►.� ,.,:� , �� D00 �'� I o 1 �1 �2 5 1 01 0o ti �' <f�ri►��.� a �� I o ( 4�15 9�000 � ^� � I ° r �1 `� �F; ro ) 'Ir � �� vr n ; -�-vr r �C ( O O� oQ I o I �-( 375�{� � 0 [ �9"'�M ' f��rP� � Z' 0 ° L C� � � 0 �' T S�-r a�-�- �� r'y� / I � ��y525 99 � � � o, pp� oa � 9 � � � Q � -�,��,,,f � � ;� ��'l,-,� _ 1 o I �--I �{5� $ �j6 , �(c� �a � Ta-h �� T�l � � 3� �OQ� �.� �, S�bs:d msr. r01 �l � 5 �a gr6 , s3 � 1 , 2oe> t �, rJ r" t� �. � t s ��b� 1,-�- .5-�"v� a e ld N ��6� 5�/ y �? \ � , 300 �,Q � l3J�l V Loan ( ��c� 3 $, �pp � r... �h� .t sT r��a1 �4. ...o��>>�`'_-��¢t �. � 4 D �a �� ! � yG, o � �� YEAR END 1998 CASH • PETTY CASH - s reconciled--with reimbursement check cashed before 12/31 (check run dated 12/29). he auditors will be spot checks petty cash at departments this year. Be balanced. RECEIVABLE • ACCOLTNTS - dollars owed to us at 12/31. Every department that bills any dollars MUST submit an accounts receivable listing showing: date billed, customer name, description, amount due, total amount due. (Please get billings sent to utilities/other city departments, so checks can be processed/cashed before 12/31. Also motor pool should be vouchered and check cashed before 12/31.) • DUE FROM -may use the above listing with city/government account highlighted • PREPAIDS - amounts paid in advance (insurance)must ASAP equal zero,need support • INVENTORY-must provide listing and totals (is NOT same as fixed assets, estimated costs) ASSETS • FIXED - itemized listing sent after 1/31 for 1998 assets along with 12/31/97 listing. (yell if want the 19971isting sooner)--must be more than $1000. Delete all items less than $1000 and include in inventory • WORK ORDERS -notify of any W/O to be closed--encourage to use (not necessarily just for capital) • SALES/LJSE TAX FIXED ASSETS—please code directly to the correct sales/use account number(detail history lost when journalized) PAYABLE ''+► ACCOUNTS - dollars owed to vendor at 12/31. Last check run will be Tuesday, 12/29-- all other invoices will be accrued--please pay as many as possible with the 12/29 run! �+� WAGES -wages earned through 12/31 but not paid in December check. Include: employee name, department, wage type,wage/hour,total amount(social security applies to all employees and retirement applies to all full time employees) • BENEFITS - vacation/sick leave recap sheets will be sent for reconciliation (must include days used but not reported on December payroll.) REVENUE � RECEIPTS FOR DEPOSIT Dollars must be here before 11:00 a.m. each Friday--positively at that time the last working day of the month--and on threat of death if they are not here at that time on the last working day of the year!! Do Not submit dollars without a recap sheet--must include: date, account number, reconciled amount, and dollars Remember: all receipts should be initialed/dated by you--the auditors will be at your house to check this procedure EXPENSE • VOUCHERS 12/31 Last check run will be 12/29--pay as many as possible ANY OF THE FOLLOWING "PROBLEMS" COULD CAUSE THE VENDOR CHECKS NOT TO BE CUT AND THE VOUCHERS TO BE RETURNED TO YOU. When in doubt, please write a story on the invoice and have the department sign off and date. • Pay by invoice--NOT statement(DO attach original invoice to voucher) • Must submit original invoice, not copy • Invoice must be "billed to" City of Brookings • NORMAL cut-off date for vouchers is every Thursday at noon. Any vouchers received after that time will not be processed until the next check run. IF it absolutely, positively has to be cut,please call immediately. The check process is involved to cut just one check. • PLEASE DO NOT hold your vouchers until Thursday noon, bring to Finance as soon as completed. • DO NOT promise vendors checks on specific days; hardware/software and personnel "failures"make for all kinds of interesting delays and sometimes there is no money!! • MIJST have department name on all invoices when product purchased. • MUST have understandable description on invoices—please write description by hand on invoice if not understandable • DO NOT make vouchers out for under$5.00 unless one-time vendor purchase. Hold invoices or call Brenda to check if other departments are paying the same vendor. PAYROLL The MONTHLY PAYROLL SHEETS are the total gross pay for your employees. THE EMPLOYEE WII.,L NOT GET PAID OR WILL NOT GET PAID THE CORRECT AMOLJNT IF: • ALL hours/dollars are not included on the monthly payroll sheet • ALL maintenance is not completed for any dollar/information changes • NO bank account information has been submitted Payroll data input(Finance) will reconcile to all monthly payroll sheets. No changes will be made unless approved by a department signature. Finance does not keep fulUpart time employee information other than current on-system information. Human Resource will have all full time employee information. Part-time employee information must be maintained by departments. The 1999 payroll schedule will be 5 full days before the last working day of the month. Calendar to follow. YEAR END 1998 CASH • PETTY CASH -must be reconciled--with reimbursement check cashed before 12/31 (check run dated 12/29). The auditors will be spot checks petty cash at departments this year. Be balanced. RECEIVABLE • ACCOUNTS - dollars owed to us at 12/31. Every department that bills any dollars MLJST submit an accounts receivable listing showing: date billed, customer naxne, description, amount due, total amount due. (Please get billings sent to utilities/other city departments, so checks can be processed/cashed before 12/31. Also motor pool should be vouchered and check cashed before 12/31.) • DUE FROM -may use the above listing with city/government account highlighted • PREPAIDS - amounts paid in advance (insurance)must ASAP equal zero,need support • INVENTORY -must provide listing and totals (is NOT same as fixed assets, estimated costs) ASSETS • FIXED - itemized listing sent after 1/31 for 1998 assets along with 12/31/971isting. (yell if want the 19971isting sooner)--must be more than $1000. Delete all items less than $1000 and include in inventory • WORK ORDERS - notify of any W/O to be closed--encourage to use (not necessarily just - for capital) • SALES/LTSE TAX FIXED ASSETS—please code directly to the correct sales/use account number(detail history lost when journalized) PAYABLE • ACCOiJNTS - dollars owed to vendor at 12/31. Last check run will be Tuesday, 12/29-- all other invoices will be accrued--please pay as many as possible with the 12/29 run! • WAGES -wages earned through 12/31 but not paid in December check. Include: employee name, department, wage type, wage/hour,total amount(social security applies to all employees and retirement applies to all full time employees) • BENEFITS -vacation/sick leave recap sheets will be sent for reconciliation(must include days used but not reported on December payroll.) I REVENUE • RECEII'TS FOR DEPOSIT Dollars must be here before 11:00 a.m. each Friday--positively at that time the last working day of the month--and on threat of death if they are not here at that time on the last working day of the year!! Do Not submit dollars without a recap sheet--must include: date, account number, reconciled amount, and dollars Remember: all receipts should be initialed/dated by you--the auditors will be at your house to check this procedure EXPENSE • VOUCHERS 12/31 Last check run will be 12/29--pay as many as possible ANY OF THE FOLLOWING"PROBLEMS" COULD CAUSE THE VENDOR CHECKS NOT TO BE CUT AND THE VOUCHERS TO BE RETURNED TO YOU. When in doubt, please write a story on the invoice and have the department sign off and date. • Pay by invoice--NOT statement (DO attach original invoice to voucher) • Must submit original invoice,not copy • Invoice must be"billed to" City of Brookings • NORMAL cut-off date for vouchers is every Thursday at noon. Any vouchers received after that time will not be processed until the next check run. IF it absolutely, positively has to be cut,please call immediately. The check process is involved to cut just one check. • PLEASE DO NOT hold your vouchers until Thursday noon,bring to Finance as soon as completed. • DO NOT promise vendors checks on specific days; hardware/software and personnel "failures"make for all kinds of interesting delays and sometimes there is no money!! • MUST have department name on all invoices when product purchased. � MUST have understandable description on invoices—please write description by hand on invoice if not understandable • DO NOT make vouchers out for under$5.00 unless one-time vendor purchase. Hold invoices or call Brenda to check if other departments are paying the same vendor. � ,. PAYROLL The MONTHLY PAYROLL SHEETS are the total gross pay for your employees. THE EMPLOYEE WILL NOT GET PAID OR WILL NOT GET PAID THE CORRECT AMOUNT IF: • ALL hours/dollars are not included on the monthly payroll sheet • ALL maintenance is not completed for any dollar/information changes • NO bank account information has been submitted Payroll data input(Finance) will reconcile to all monthly payroll sheets. No changes will be made unless approved by a department signature. Finance does not keep fulUpart time employee information other than current on-system information. Human Resource will have all full time employee information. Part-time employee information must be maintained by departments. The 1999 payroll schedule will be 5 full days before the last working day of the month. Calendar to follow. , . . . �i<< f . �r US�S 7�i�s hp Ust 7►f,s /�f(� Register Report ' �nC�� ,JS ,(�o� 1/1/98 Through 12/3/98 l J 12/8/98 Page 1 431-5-960-00 Date Num Description Memo Clr Amount BALANCE 12/31/97 0.00 1/1/98 STR/SIDEWLK IMPROVMNT OPENING BALANCE R 116,450.00 7/7/98 798 Prairie Ridge Estates extra width/thickness 15th st c -6,552.70 10/1/98 OCT98 Bowes Construction Inc 32nd Ave/LeFevre Dr c -67,812.12 ]0/16/98 OCT98 State SD reimburse pjt 52,744.27 10/19/98 D4273 Tr�c Safety Services,Inc. taping c -2,630.00 10/29/98 OCT98 Bowes Construction Inc 32nd Ave/leFevre -140,235.97 10/29/98 OCT98 Bowes Construction Inc street improvements -124,278.56 TOTAL 1/1/98- 12/3/98 -172,315.08 BALANCE 12/3/98 -172,315.08 TOTAL INFLOWS 169,194.27 TOTAL OUTFLOWS -341,50935 NET TOTAL -172,315.08