July 14, 2008, Special Council Meeting

The Moran City Council met in special session on Monday, July 14, 2008. Mayor Phillip Merkel called the meeting to order at 7:00 PM.

Elected Officials Present: Phillip L. Merkel, Mayor; Mike Holman, Jerry Jackman, James Mueller, Warren Johnson, and James Cole, Councilmembers.

City Staff Present: Lori Evans, Clerk and Phil Jarred, Jarred, Gilmore, and Phillips.

2007 Audit Report

Mr. Jarred reported there were no violations found in his audit of the 2007 financial reporting and that it was his opinion that the City was in compliance with the cash basis and budget laws of Kansas. Mr. Jarred reviewed the management letter discussing City operations and suggested the City establish utility billing accounts receivables to track write offs and account credits. He suggested this report be made available to the Council each month. Mr. Jarred also noted some employees are recording vehicle information and mileage on fuel tickets but not all are doing so. He suggested every employee who purchases fuel to record the vehicle make and model in addition to recording the mileage on each fuel ticket.

2009 Budget Preparation

Mr. Jarred presented the 2009 proposed budget totaling $1,331,377 resulting in a 29.129 mill levy. Councilmember Cole asked the Council to consider putting aside specific funds to be used as matching funds for sewer main rehabilitation. Mr. Jarred suggested the Council could use funds from the Sewer Replacement Fund as matching grants as the account has a $70,324 balance.

The Council continued discussing the budget and requested the Library Appropriation be increased from $3000.00 to $3500.00 and the Fire budget be increased from $10,200.00 to $12,000. In return, General/Capital Outlay will decrease from $4733.00 to $2433.00. Councilmember Mueller moved to publish the budget with the proposed changes. Jackman seconded the motion, motion passed with all approving.

Fraud Risk Assessment

The Council discussed the practice of making copies of petty cash debit card receipts and agreed they wanted to continue receiving copies of the receipts with the monthly petty cash report. The Council also agreed to install a gravity flow meter on the gas tank at the City shop to better monitor fuel usage. The Council acknowledged Mr. Jarred’s recommendation to establish a monthly accounts receivable line item for the utility accounts and that the Assistance City Clerk should maintain these records and prepare the monthly reports.

There being no further business to come before the Council, Councilmember Mueller moved the meeting adjourn at 9:12 PM. Holman seconded the motion, motion passed with unanimous approval.

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This page was prepared

August, 2008