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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
January February March April May June July
Activities of the Finance Department
v In January, the Finance Department processed 146 accounts payable checks totaling $807,948.69 and processed two payrolls. v Provided information to the City Controller for completion of the December bank reconciliations. v The TAN request for proposals were opened at 3:00 p.m. on January 2, 2007. The proposal from PNC Bank was approved by City Council on January 8, 2007. v Bids/RFP’s were opened for Turn Out Gear for the Fire Department, Audit Services for FY 2007-2009 and Engineering Services. Bid openings were scheduled for January 5, 2007 with award for Turn Out Gear and Audit services on January 8, 2007 by City Council. v Completed year end processing and close out of FY 2006 financial records. Established the FY 2007 budgets amounts in the software program to prepare for ’07 reporting. v The auditors have begun the City’s annual audit for FY 2006 as of the end of January. We anticipate that the auditors will be working with the finance department and treasurer’s office during February and March.
Activities of the City Service Departmentv In January, 77 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 $19,003.19. To date there are 203 accounts enrolled in the ACH debit program. v City service bills, totaling $246,157.82, were mailed to 2,226 customers at the end of December for the January 2007 monthly bill. Of the total, $58,335.55 was billed for water, $158,478.43 was billed for sewer and $29,343.84 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 9 city service accounts in January. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Twenty-two (22) final city service bills were processed in January.
City Service Delinquency Report
Activities of the Finance Department
v In February, the Finance Department processed 161 accounts payable checks totaling $283,212.18 and processed two payrolls. v Provided information to the City Controller for completion of the January bank reconciliations. v Electronically filed federal, state and local W-2 reports. v Continued to work with Auditors on the City’s annual audit report. v Attended meetings regarding the SRO School Resource Officer program. v Worked with Airport Authority members to transfer bookkeeping responsibilities to Authority.
Activities of the City Service Department
v In February, 73 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 $19,143.99. To date there are 203 accounts enrolled in the ACH debit program. v City service bills, totaling $241,889.10, were mailed to 2,236 customers at the end of February for the March 2007 monthly bill. Of the total, $57,053.76 was billed for water, $155,361.10 was billed for sewer and $29,474.24 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for approximately 10 city service accounts in February. 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
Activities of the Finance Department
v In March, the Finance Department processed 182 accounts payable checks totaling $293,300.57 and processed three payrolls. v Provided information to the City Controller for completion of the February bank reconciliations. v On March 8th, I attended, along with Mary Ann Nau and Diana Durstine, a meeting with Billie Brown and staff to review city service charges regarding the Titusville Housing Authority properties. v Electronically submitted a single application for $28,000 through DCED for Community Visioning and Computer Network Improvements on March 14th. v Randy Nebel and I met with a representative from Johnson Controls on March 21st. Specifically, he presented information on performance contracting, making infrastructure improvements which are funded by guaranteed savings. v Participated in a few telephone conference calls with IMN representatives regarding the upcoming PA-PERS forum to be held in Grantville on April 10 – 12, 2007. I was asked to participate on a panel discussion covering pension plan management. v The MUNIS software was updated on March 26th to a newer version and as a result the MUNIS financial system was down for most of the day. There were only a few glitches, for the most part, during the update.
Activities of the City Service Department
v In March, 104 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 $18,957.79. To date there are 208 accounts enrolled in the ACH debit program. v City service bills, totaling $248,135.91, were mailed to 2,235 customers at the end of March for the April 2007 monthly bill. Of the total, $61,178.90 was billed for water, $160,131.29 was billed for sewer and $29,356.82 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for nine (9) city service accounts in March. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Seventeen (17) final city service bills were processed in March.
City Service Delinquency Report
Activities of the Finance Department
v In April, the Finance Department processed 193 accounts payable checks totaling $200,910.18 and processed two payrolls. v Provided information to the City Controller for completion of the March bank reconciliations. v I attended the third annual PAPERS (Pennsylvania Association of Public Employee Retirement Systems) forum held April 10-12, 2007 at the Holiday Inn in Grantville, PA. I was asked to participate in a roundtable panel discussion of Pension Plan Management. The Forum is organized by IMN (Information Management Network), a global organizer of institutional finance and investment conferences, to provide the over 3,000 public pension plans in Pennsylvania an educational opportunity to improve financial and operational performance of these plans. PAPERS mission is also to encourage and facilitate the education of the membership in all matters relating to the duties as fiduciaries overseeing the assets of the pension funds for which they have been entrusted. This was a very informative conference and I had the opportunity to meet others with similar experiences that we have in Titusville regarding pensions. There are a number of resources and contacts available to us in our effort to be good stewards and responsible fiduciaries of the City’s pension plans. v On April 19th, Heather and I attended the Tyler/MUNIS software update presentation for Pennsylvania customers in Monroeville. Highlights for the newest version were reviewed and there was also discussion regarding the alliance with Tyler/MUNIS and Microsoft. v Jim Nystrom conducted a portion of the audit for the Airport Authority on April 18th. The finance department supplied him with the financial reports and documentation for the Authority. v Prepared a total of eleven invoices for the quarter and/or month totaling $14,606.25. v I met with Joy Strain of O’Polka and Company regarding outstanding issues for the FY 2006 annual City audit. We have scheduled two days next week to “wind up” the audit and anticipate having a “draft” audit by the end of May. This timeline is contingent upon other entities/authorities having completed their audit and also completion of the MD&A (Management Discussion and Analysis) which is completed by the finance director. v On April 26th, Frank Burnette of Morrison Fiduciary Advisors met with me and the pension plan City Council representatives, Brian Sanford and Jeff Saintz. He discussed how MFA could review all aspects of the pension plans and give a “report card” type analysis. v On April 24th, Diana attended a meeting at the Oil City high school regarding a WAN (Wide Area Network) and how that it could impact the City in the future. v Worked with Tim Lorenz on the Sidewalk Program which included preparation of the bid documents, advertising, developed an application form, contract and invoicing process.
Activities of the City Service Department
v In April, 70 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 on the 17th of the month. The amount collected by ACH was $19,664.11. To date there are 215 accounts enrolled in the ACH debit program. v City service bills, totaling $250,450.69, were mailed to 2,250 customers at the end of April for the May 2007 monthly bill. Of the total, $59,591.00 was billed for water, $161,324.13 was billed for sewer and $29,535.56 was billed for refuse services. v In an effort to work with delinquent customers, we have established payment arrangements for nine (9) city service accounts in April. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. v Seventeen (18) final city service bills were processed in April. v Participated in the April 17th and 25th task force meetings. Diana and I pulled information from the Mastertrak (Utility Billing) software program and prepared reports for distribution at the meetings.
City Service Delinquency Report
Activities of the Finance Department
In May, the Finance Department processed 199 accounts payable checks totaling $219,140.48 and processed two payrolls. Provided information to the City Controller for completion of the April bank reconciliations. Attended the Firemen’s Pension Board meeting on Tuesday, May 1st at 8:00 a.m. Met with Joy Strain, auditor on May 2nd and 3rd to review outstanding issues regarding the annual audit for FY 2006. Attended the GFOA conference in State College, PA from May 6th – May 9th. Met with Phil Scrimenti (DCED), Debbie Thompson (Strategy Solutions) and Mary Ann to establish a process for the citizen survey.
Activities of the City Service Department
In May, 124 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. 1,089 meter readings were processed for the monthly billing. ACH (Automated Clearing House) debit payments were processed on the 15th of the month. The amount collected by ACH was $19,981.48. To date there are 217 accounts enrolled in the ACH debit program. City service bills, totaling $261,645.92, were mailed to 2,262 customers at the end of May for the June 2007 monthly bill. Of the total, $63,019.38 was billed for water, $168,948.20 was billed for sewer and $29,678.34 was billed for refuse services. In an effort to work with delinquent customers, we have established payment arrangements for nine (9) city service accounts in May. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. Twenty-three (23) final city service bills were processed in May.
Participation in the May 1st and 8th
task force meetings. City Service Delinquency Report
Activities of the Finance Department
In June, the Finance Department processed 226 accounts payable checks totaling $858,998.42 and processed two payrolls. Provided information to the City Controller for completion of the May bank reconciliations. Two (2) invoices totaling $136.65 were prepared and sent in May. Sixty-five (65) invoices totaling $9,316.53 were prepared and mailed in June that mainly dealt with the sidewalk replacement program. Sidewalk Replacement Program: Bid opening for sidewalk replacement program was scheduled for 2:00 p.m. on June 8, 2007. Four contractors submitted bids to the City. Low bid came from Leach Construction at $5.25/sq. ft. for 4” replacement and $6.00/sq. ft. for 6” replacement. Over sixty applicants submitted applications to the Building Inspector. To date, approximately two-thirds have dropped from the program, leaving just over twenty participants replacing sidewalks and nearly $35,000 in total project cost. The campaign asking for contributions from tax exempt entities included mailing 124 letters on May 30, 2007. Two payments were received to date totaling $87.15. Attended the Titusville Housing Authority open house on June 22nd at 10:00 a.m. On June 13th, Frank Burnette of Morrison Fiduciary Advisors met with the Pension Board members to present his proposal of a fiduciary review for each of the City’s pension plans. The pension boards voted unanimously to accept the proposal from Morrison Fiduciary Advisors. Community Visioning: Work continues with Strategy Solutions, Inc. on the community visioning project. Information has been gathered for the teleconference meetings and preparation of the State of the City presentation.
Activities of the City Service Department
In June, 92 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. 1,047 meter readings were processed for the monthly billing. ACH (Automated Clearing House) debit payments were processed on the 15th of the month. The amount collected by ACH was $20,261.71. To date there are 217 accounts enrolled in the ACH debit program. City service bills, totaling $251,848.52, were mailed to 2,267 customers at the end of June for the July 2007 monthly bill. Of the total, $59,895.79 was billed for water, $162,214.49 was billed for sewer and $29,738.24 was billed for refuse services. In an effort to work with delinquent customers, we have established payment arrangements for ten (10) city service accounts in June. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. Seventeen (17) final city service bills were processed in June.
City Service Delinquency Report
Activities of the Finance Department
In July, the Finance Department processed 183 accounts payable checks totaling $508,030.39 and processed two payrolls. Provided information to the City Controller for completion of the June bank reconciliations. Eighteen (18) invoices totaling $25,649.33 were prepared and sent in July. Sidewalk Replacement Program: Payment of the 10% deposit was received from twenty-two of the sixty-six applicants by the end of July. Total sidewalk replacement costs to date are approximately $28,000. Attended the Burgess Park Playground ribbon cutting ceremony at noon on August 12th. Met with Steve Coleman and Peggy Monnie of Northwest Savings Bank on August 26th to review current city accounts, interest rates and new, available products. Community Visioning: The State of the City powerpoint presentation was completed and shared at the stakeholder forums throughout July. Handouts of the complete presentation were provided at all of the stakeholder forums. Computer Upgrades: As part of the DCED Community Visioning/Computer Improvement project, funds were secured to improve the quality and performance of the computer network. The project scope includes a new server, VPN (Virtual Private Network) setup and installation of firewalls and security system and policies. Proposals will be sought in August with a completion date prior to year end. One hundred ninety-one (191) recycling reports were sent to commercial refuse customers. The reports, to be completed by the customer, are part of the annual Act 101 Recycling Performance Grant Program provided by Pennsylvania Department of Environmental Protection. The grants are based on weight of DEP approved eligible materials recovered and marketed.
Activities of the City Service Department
In July, 67 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. 1,121 meter readings were processed for the monthly billing. ACH (Automated Clearing House) debit payments were processed on the 17th of the month. The amount collected by ACH was $20,616.14. To date there are 220 accounts enrolled in the ACH debit program. City service bills, totaling $252,965.15, were mailed to 2,276 customers at the end of July for the August 2007 monthly bill. Of the total, $59,163.54 was billed for water, $163,933.57 was billed for sewer and $29,868.04 was billed for refuse services. In an effort to work with delinquent customers, we have established payment arrangements for nine (9) city service accounts in July. These accounts are monitored for compliance with a strict payment policy agreed to by the customer. Twenty-six (26) final city service bills were processed in July.
City Service Delinquency Report
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