2009-08-26 Handouts @ Mtg. - Laserfiche WebLink

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5. During 2008, the Water Fund and the Sewer Fund disbursed the $200,000 and $400,000, respectively, previously authorized for the public works building. The Water and Sewer Funds had sufficient cash reserves so the cash and investment balances, again after adjusting for cash advances, decreased by only $55,184 and $223,791, respectively. Based on this information, transactions for the purchase of the public works building appear reasonable and appropriate. The fact that some money from the Water and Sewer Funds was used for the purchase should not have a bearing on special assessments, as only properties benefitting can be specially assessed. Centerville's hook-up fees are classified as nonoperating revenue to provide funding for expansion. Water and sewer rates charged for services are based on the City's operating costs. Mileae:e and Uniform Reimbursements The petitioners were concerned that mileage and uniform reimbursements were not in accordance with City policies or were not properly approved. Specifically, they were concerned that the City Administrator and the Finance Director were allowed to submit mileage reimbursement requests without the same level of support as other employees and that a $50 annual uniform allowance was given to public works staff without proper City Council approval. We discussed the adopted City policy and procedure regarding employee mileage reimbursement with the City Administrator, reviewed a sample of claims submitted by the City Administrator and the City Finance Director for reimbursement of mileage, and reviewed City Council meeting minutes. We noted the following. 1. The City of Centerville does not require any type of support (such as Mapquest@ or odometer readings) to be submitted with mileage reimbursement requests. The City of Centerville's procedure is to have the accounts payable/payroll clerk review employee mileage reimbursement requests; however, this review is not evidenced on the actual reimbursement forms. 2. The City Administrator and the City Finance Director were not allowed to provide any less or different support for their mileage reimbursement requests than that required of other employees, and they were prepared according to City policy. 3. The November 30, 2005, City Council meeting minutes indicate that the City Council approved City employees who are union members and already receiving a $350 per year clothing allowance will continue to receive that amount, and the non-union City employees will receive reimbursement for clothing up to $50 per year in 2005 and $60 per year beginning in 2006. All clothing will have the City logo on it. 4. Expense reimbursement forms are not consistently signed by either the employee or a supervisor. Page 12