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 "Birthplace of the Oil Industry" "Tree City, USA" for 20 Consecutive Years 107 North Franklin Street ● Titusville, Pennsylvania ● (814) 827-5300 |
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Finance Department *last updated 9/13/06*
February March April May June July August
Tax Anticipation Note (TAN)
Proposals for the Tax Anticipation Note was received by National City Bank, 4.67%; Northwest Savings Bank, 4.21% and PNC Bank, 3.95% on December 30, 2005. City Council reviewed the rates and upon the recommendation of the Finance Director, PNC Bank issued the TAN in the amount of $500,000. Closing documents were prepared and executed by City Council on Monday, January 9, 2006 with receipt of the funds on Tuesday, January 10, 2006. Activities of the Finance Departmentv In February, the Finance Department processed 150 accounts payable checks totaling $219,910.83 and processed two payrolls. v Provided information to the City Controller for completion of the January bank reconciliations. v Attended department head meeting at 9:00 a.m. on Tuesday, January 17, 2006. v Attended Firemen’s Pension Board meeting on Tuesday, January 24, 2006 at 8:00 a.m. v Software Systems performed a MUNIS update on Monday, January 30, 2006. v Prepared four (4) invoices for February, totaling $310.10.
Activities of the City Service Departmentv For the month of January, 75 service calls were received. These calls included seven (7) meter replacements, four (4) turn on and turn offs for repairs by the homeowner and two (2) shut offs and turn ons for delinquent customers. v In January, ten (10) customers have had their water shut off because they left the area until spring. v ACH (Automated Clearing House) debit payments were processed for the 17th of the month. The amount collected by ACH was $23,800.10 for January. To date there are 202 accounts set up for ACH debit. v City service bills were mailed to 2,233 customers at the end of January for the February 2006 monthly bill. $54,804.20 was billed for water, $147,086.88 was billed for sewer and $29,439.70 was billed for refuse. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 40 city service accounts. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Twenty-one (21) final city service bills were processed for January.
City Service Delinquency Report
Sewer Project Phase IIFinal payment from Penn Vest for $208,763.32 was received February 22, 2006. Final payments were paid to the contractors for work performed for the Act 537, Sewer Project Phase II. Work continues as issues remain with the SCADA system. A meeting will take place in March to identify solutions to these outstanding issues. After which, final payment will be made to Hatch Mott MacDonald to closeout the project. FY 2005 AuditDuring the second week of February, the auditors commenced the annual audit for the City of Titusville for fiscal year 2005. When available, a “draft” audit will be circulated for review. I have been working with Titusville Leisure Services and the Airport Authority on completion of their audits as they are a part of the City’s annual audit report. Upon completion of the final audit, the auditors will schedule a presentation of the annual audit report to City Council.
Activities of the Finance Departmentv In February, the Finance Department processed 150 accounts payable checks totaling $219,910.83 and processed two payrolls. v Provided information to the City Controller for completion of the January bank reconciliations. v Assisted Airport Authority board member with preparation of annual DCED report. Their annual audit must be included with submission of the report. Jim Nystrom, Northwest Accounting, is preparing their audit. v New antivirus software was installed on all the computers in City Hall on Friday, February 24, 2006. The new software covers a two year period and is managed by the system administrator to each individual PC. Previously each individual PC had annual renewals expiring throughout the year. v Prepared four (4) invoices for February, totaling $310.10.
Activities of the City Service Departmentv In the month of February, 84 service calls were received. These calls included such things as meter replacements, turn on and turn offs, capping meter, check readings, final readings and replacement of readers. v ACH (Automated Clearing House) debit payments were processed for the 15th of the month. The amount collected by ACH was $16,612.29 for February. To date there are 202 accounts enrolled in the ACH debit program. v City service bills, totaling $232,374.56, were mailed to 2,233 customers at the end of February for the March 2006 monthly bill. Of the total $55,041.24 was billed for water, $147,815.74 was billed for sewer and $29,517.58 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 28 city service accounts. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Twelve (12) final city service bills were processed in February.
City Service Delinquency Report
Sewer Project Phase IIMeeting between Hatch Mottt MacDonald, DEP and city officials was held to discuss solutions to a few outstanding issues from phase II of the sewer project. The meeting was very productive and solutions were identified to help solve the problems. Final payment will be issued to Hatch Mott MacDonald after all outstanding issues are worked out to the satisfaction of all parties. FY 2005 AuditThe auditors are continuing their work on the City’s annual audit. We have met with Jim Nystrom regarding the Airport Authority audit and also with Jamie Beechey of Titusville Leisure Services regarding the TLSB audit. In conversation with Chris Fiely at the end of the month, the Municipal Water Authority is expected to be mailed on March 31, 2006.
A part of the audit report requiring much attention is the general fixed asset section. The finance department is currently working on the data converted into the software system from the 2004 Industrial Appraisal report. This requires balancing imported information from the industrial appraisal report to the auditors FY 2004 annual audit numbers. Once the information is balanced, newly purchased assets will be added, sold equipment will be removed and then annual depreciation will be posted to the general ledger. This will then give the City a basis to start working toward a vehicle and equipment replacement program.
Worker’s Comp Audit: On March 27, 2006, the 2005 payroll information was audited by a Penn Prime appointed worker’s compensation auditor. A report will be issued by the auditor and upon receipt, the report will be distributed to City Council for review.
Activities of the Finance Departmentv In March, the Finance Department processed 203 accounts payable checks totaling $337,361.72 and processed three payrolls. v Provided information to the City Controller for completion of the February bank reconciliations. v Prepared three (3) invoices for March, totaling $308.10. v Attended meeting with City Manager and department heads to review the Employee Handbook on Tuesday, March 28th. v Prepared information and attended a meeting on March 28, 2006 to discuss various questions posed by various city residents at public meetings of City Council.
Activities of the City Service Departmentv In the month of March, 177 service calls were received. These calls included such things as meter replacements, turn on and turn offs, capping meter, check readings, final readings and replacement of readers. v ACH (Automated Clearing House) debit payments were processed for the 17th of the month. The amount collected by ACH was $17,490.68 for March. To date there are 202 accounts enrolled in the ACH debit program. v City service bills, totaling $255,582.20, were mailed to 2,226 customers at the end of March for the April 2006 monthly bill. Of the total $61,128.03 was billed for water, $165,064.72 was billed for sewer and $29,389.45 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 20 city service accounts. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Twenty-one (21) final city service bills were processed in March.
City Service Delinquency Report
FY 2005 AuditAudit reports for the police, fire and non-uniform pension plans were received from the Commonwealth of Pennsylvania, Department of the Auditor General’s office and distributed to the Mayor and City Council.
Work is continuing on the completion of the annual audit report by O’Polka and Company. One of the outstanding issues remaining is completion of the general fixed asset portion for GASB compliance.
Activities of the Finance Departmentv In April, the Finance Department processed 183 accounts payable checks totaling $468,621.67 and processed two payrolls. v Provided information to the City Controller for completion of the March bank reconciliations. v Prepared twenty-one (21) invoices for April, totaling $18,221.33. v Attended a meeting of the Firemen’s Pension Board on Wednesday, April 26, 2006 at 8:00 a.m. v Attended the presentation by RDM of Step IV of the EIP (Early Intervention Program) at 1:00 p.m. on Wednesday, April 26, 2006.
Activities of the City Service Departmentv In the month of April, 105 service calls were received. These calls included such things as meter replacements, turn on and turn offs, capping meter, check readings, final readings and replacement of readers. v ACH (Automated Clearing House) debit payments were processed for the 17th of the month. The amount collected by ACH was $19,033.47 for April. To date there are 207 accounts enrolled in the ACH debit program. v City service bills, totaling $259,902.96, were mailed to 2,237 customers at the end of April for the May 2006 monthly bill. Of the total $62,726.95 was billed for water, $167,617.75 was billed for sewer and $29,558.26 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 20 city service accounts. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Nineteen (19) final city service bills were processed in April.
City Service Delinquency Report
*Special Report on City Services
As you know, we have invested a significant amount of time correcting many situations in the city services department. Some of what we have been working on includes:
The following chart lists by month how many meters were changed out and how many meters and meter readers were fixed and/or replaced:
“Meter Changeout” = Meter replaced. Most because reader was not functioning. Some meters did not exist. Some never had readers.
“Meter/Reader Fixes” = Wires repaired (broken, weed-wacked, dog chewed up, cut, moved away from dogs), readers missing or never installed.
o A handbook was created that establishes policy for all city service customers. Every new customer receives the handbook and other information about the City including a City map.
o Starting in September 2005, leak brochures are mailed to city service customers when their meter reading shows a significant jump.
4. Continually work to improve the forms used by the city services department including leak brochures, security deposit application forms, CCR reports and others.
Activities of the Finance DepartmentIn July, the Finance Department processed 190 accounts payable checks totaling $200,789.14, a wire transfer for $507,102.50 and processed two payrolls.Provided information to the City Controller for completion of the June bank reconciliations.Prepared twenty-five (25) invoices for July, totaling $18,040.44.The Long-Range Planning & Finance Committee (LRP&FC) met twice during the month: July 11th and 28th. Also chaired July meetings of the computer committee on July 11th and 25th.A grant application was filed electronically to DCED for resurfacing of the Recreation Center parking lot on July 14th.Advertising and bid specs were prepared for the paving contract. The bid opening scheduled for July 28, 2006 at 3:00 p.m. was attended by a representative of one of the bidders, Randy Nebel, Public Works Director and me. A bid tab and recommendation was forwarded to City Council for consideration.Scheduled a meeting with Malcolm Pirnie to review the information which was gathered and will be provided for the water rate study.
Activities of the City Service Departmentv In the month of July, 79 service calls were received. These calls included such things as meter replacements, turn on and turn offs, capping meters, check readings, final readings and replacement of readers. v ACH (Automated Clearing House) debit payments were processed for the 17th of the month. The amount collected by ACH was $18,607.21 for July. To date there are 200 accounts enrolled in the ACH debit program. v City service bills, totaling $246,626.47, were mailed to 2,253 customers at the end of June for the July 2006 monthly bill. Of the total $58,797.35 was billed for water, $158,129.82 was billed for sewer and $29,699.30 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 16 city service accounts. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Thirty-one (31) final city service bills were processed in July. v Attached is a city services report from June 2006.
City Service Delinquency Report
Activities of the Finance Department
v In August, the Finance Department processed 163 accounts payable checks totaling $352,961.49 and processed two payrolls. v Provided information to the City Controller for completion of the July bank reconciliations. v Prepared thirty-four (34) invoices for August, totaling $8,297.65 of which the majority dealt with Shade Tree Commission invoicing. v The Long-Range Planning & Finance Committee (LRP&FC) met once during the month: August 25, 2006. Lead August meetings of the computer committee on Aug. 10th and 23rd. v Made application to PIB (Pennsylvania Infrastructure Bank) and DCED (Department of Community and Economic Development) for financing for the 2006 Ford F-550 truck for the public works department. v Met with Frank Sidari of Malcom Piernie at 9:00 a.m. on August 1st to review information gathered for the water rate study. v Attended meeting on August 2nd at 1:00 p.m. regarding the Burgess Park Rehabilitation project approved by DCNR. Amongst other items, we discussed the grant requirements regarding financing, the City’s in-kind services, and payment requests v Attended the Firemen’s Pension Board meeting held August 4th at 8:00 a.m. v Participated in the meeting between the City, Malcom Piernie and Jim Nystrom which was held on August 14th at 11:00 a.m. v I was present for the 9:00 a.m. staff meeting on August 16th.
Activities of the City Service Department
v In the month of August, 115 service calls were received. These calls included such things as meter replacements, turn on and turn offs, capping meters, check readings, final readings and replacement of readers. v ACH (Automated Clearing House) debit payments were processed for the 15th of the month. The amount collected by ACH was $18,856.70 for August. To date there are 202 accounts enrolled in the ACH debit program. v City service bills, totaling $260,478.31, were mailed to 2,262 customers at the end of July for the August 2006 monthly bill. Of the total $77,038.38 was billed for water, $153,649.77 was billed for sewer and $29,790.16 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 14 city service accounts. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Thirty-five (35) final city service bills were processed in August.
City Service Delinquency Report
Activities of the Finance Department
v In September, the Finance Department processed 256 accounts payable checks totaling $533,619.26 and processed three payrolls. v Provided information to the City Controller for completion of the August bank reconciliations. v Prepared seven (7) invoices in September, totaling $11,097.19. v Presented ordinances for first reading on the loan applications to PIB (Pennsylvania Infrastructure Bank) and DCED (Department of Community and Economic Development) for financing for the 2006 Ford F-550 truck for the public works department. v Worked with Jamie Beechey on the TLSB 2007 budget preparation. v Joel Schwartz, Liquid Fuels Auditor with the Commonwealth audited the City’s records on September 12th, 13th and 18th. We are expecting no findings in the final audit report. v The computer committee met once this month on September 20, 2006. v Mary Ann and I met with Department Heads during the last week in September to review 2007 budget requests.
Activities of the City Service Department
v In the month of September, 73 service calls were received. These calls included such things as meter replacements, turn on and turn offs, capping meters, check readings, final readings and replacement of readers. v ACH (Automated Clearing House) debit payments were processed for the 15th of the month. The amount collected by ACH was $18,078.22 for September. To date there are 200 accounts enrolled in the ACH debit program. v City service bills, totaling $239,491.87, were mailed to 2,257 customers at the end of August for the September 2006 monthly bill. Of the total $57,746.09 was billed for water, $152,046.48 was billed for sewer and $29,699.30 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 13 city service accounts. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Nineteen (19) final city service bills were processed in September.
City Service Delinquency Report
Activities of the Finance Departmentv In October, the Finance Department processed 197 accounts payable checks totaling $787,999.20 and processed two payrolls. In November, 155 accounts payable checks were processed totaling $280,570.40 along with two payrolls. v Provided information to the City Controller for completion of the September and October bank reconciliations. v Prepared twenty-three (23) invoices in October, totaling $39,641.77 and four (4) invoices totaling $873.45. v In October, the City presented ordinances for second reading on the loan applications to PIB (Pennsylvania Infrastructure Bank) and DCED (Department of Community and Economic Development) for financing for the 2006 Ford F-550 truck for the public works department. v On October 5th, I met with Shawn Sampson, TASD Business Manager and Doug Thompson, City Treasurer to review the proposed 2007 budget for the Treasurer’s office. v On October 13th, I met with Dick Shaffer, City’s Insurance Broker, regarding a partial self-funding for the City’s worker’s compensation policy. v Mary Ann Nau, Randy Nebel and I met to review the draft Water Rate Study received by Malcolm Pirnie. Any comments will be provided to the consultant and the final report will be delivered to City Council soon. v On October 25th the City received the recycling performance grant funds in the amount of $2,093.
Activities of the City Service Department
v In the month of October, 84 service calls were received and 107 were received in November. These calls included such things as meter replacements, turn on and turn offs, capping meters, check readings, final readings and replacement of readers. v ACH (Automated Clearing House) debit payments were processed for the 15th of the month. The amount collected by ACH was $18,118.44 for October and $19,449.35. To date there are 200 accounts enrolled in the ACH debit program. v City service bills, totaling $244,391.29, were mailed to 2,259 customers at the end of September for the October 2006 monthly bill and bills totaling $275,862.23 were mailed to 2,247 customers at the end of October for the November 2006 monthly bill. Of the total for both months, $138,968.84 was billed for water, $321,986.27 was billed for sewer and $59,298.41 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 13 city service accounts in October and 14 accounts in November. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Twenty-nine (29) final city service bills were processed in October and twenty-seven (27) in November.
City Service Delinquency Report
Activities of the Finance Department
v In December, the Finance Department processed 270 accounts payable checks totaling $764,934.85 and processed two payrolls. v Provided information to the City Controller for completion of the November bank reconciliations. v Attended computer committee meeting at 9:00 a.m. on December 20th. v Worked with staff from the Titusville Hospital to provide free flu shots to City employees and family on December 28th from 1:00 p.m. to 3:00 p.m. Approximately 20 employees and family members received the flu shot. v TAN (Tax Anticipation Note) proposal requests for $825,000 were sent to local banking institutions. The bid opening was scheduled for 3:00 p.m. on January 2, 2007. v Prepared bid documents and RFP (Request for Proposals) for Turn Out Gear, Audit Services, Electrical Services and Engineering Services. Bid openings were scheduled for January 5, 2007. v Completed the 2007 Annual Budget. v Started preparation for year end processing and close out of FY 2006 financial records.
Activities of the City Service Department
v In December, 88 service calls were received and processed. These calls included such things as meter replacements, turn on and turn offs, capping meters, check readings, final readings and replacement of readers. v ACH (Automated Clearing House) debit payments were processed for the 15th of the month. The amount collected by ACH was $18,295.70. To date there are 199 accounts enrolled in the ACH debit program. v City service bills, totaling $246,522.73, were mailed to 2,238 customers at the end of November for the December 2007 monthly bill. Of the total, $60,915.84 was billed for water, $156,094.31 was billed for sewer and $29,512.58 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 13 city service accounts in December. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Twenty-seven (27) final city service bills were processed in December.
City Service Delinquency Report
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