13. Finalize Calendar, Financial Policies, City Manager13X,
CITY OF
�8AN8ASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
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TO: Mayor and City Council
FROM: Don Ashworth, City Manager
DATE: August 9, 1995
SUBJ: Finalize Calendar, Financial Policies
I've written this memorandum ten times in my mind during the last two months. One version
dealt with solely 1995, with other versions attempting to blend future years with the current year.
Each version attempted to incorporate ideas by Councilman Senn, but without much success. I
think I'm down to needing your help.
Factors included in my dilemma include:
Accounting/Utility Systems: In January, we anticipated running parallel with Ramsey
County through the 1996 budget preparation time frame. By March we realized that that
option was too costly, burdensome, and dangerous. I am extremely proud of Pam, Betty
and Chris in getting us to where we are, but it did take six months to get these systems
functional. Work efforts included:
Time Frame Financial Tasks I Utility Tasks
Jan. - Mar. Evaluate Alternates /Systems; Accept Proposals; Negotiate Contract;
Award Contract
Mar. - Apr.
Enter: Chart of Accts/Budgets/Balances;
Vendors (Names & Addresses);
3 Yr. History by Acct.;
Apr. - May
Make 95 Roe, & Exp. Entries into both
new and old system
May - Jun.
Parallel runs; Debug /verify balances
Jun. - Jul.
1st In -house Acct. Payable; Year to date
Bud. Repts. to Dept. Heads *
Aug. 1 -15
1996 Budget Request Forms to Depts.
incl. History & '95 Year to Date.
Aug.
Rescheduled Park & Rec. and Public
Works '96 Budget Requests.
* Copy included in this packet.
Re -eval. Acct. Num.
System; & Implement.
Enter: Customers /Address;
Acct. Types
Same - Meter Reads /Pymts.
Same
1st In -house Utility Bill
Printed /Sent (2nd cycle)
Monitor 2nd billing cycle
for errors.
Monitor 3rd billing cycle for
errors.
MEMORANDUM
Mayor and City Council
August 9, 1995
Page 2
Revenue Uncertainty- The primary difference between Councilman Senn's schedule and
that submitted by staff is timing. Mark would like to see the council in a position of
having completed a tentative budget prior to the time that the certification is made to the
county for Truth in Taxation notices (September 1 -15). This is where the rub comes as
state law also gives the Dept. of Revenue until August 31 to certify homestead credit
revenue for cities - -a $1± million ticket item for us. Additionally, we generally do not know
the value of new construction until approximately that same time frame. In previous years
staff has recommended that we hold as many of the departmental budget review meetings
early to allow the department heads to explain what programs they propose to carry out in
the following year. Staff has administratively set the amount to be certified to the county
with the intent that the city council, during potential discussions in October, November or
early December could reduce that to ensure that goals such as a "no property tax increase"
could be maintained. I continue to believe that a schedule similar to that previously
proposed (copy attached) is the best alternative given the constraints we face.
As stated earlier, I need your help.
metropolitan area cities, Dec. 4 is also out, because
special taxing districts will have their hearings then.
Once the city is notified, it has until Sept. 15 to select
its hearing dates.
' Aug. 29
First day for filing affidavits of candidacy for
Minn. Stat. 205.13,
odd -year Nov. 7 city election, if there was no primary
Subd. 1
'
election.
Aug. 31
Last day for department of revenue to certify to
Minn. Stat.
county auditor cities' homestead and agricultural
273.1398, Subd. 6
credit for 1996.
' Page 16
LMC Cities Bulletin
1995 Financial Calendar
'
Jan
Deloitte & Touche pre -audit field work
'
Jan
Production of 1995 Adopted Budget/Upload to Ramsey County
'
Jan
1993, 1994 & projected 1995 cash flow analyses
01/20/95
1995 City Summary Budget Report to Minnesota State Auditor
'
Feb
Audit confirmations mailed
02/01/95
Report of Outstanding Indebtedness to Carver County Auditor
'
Feb -Mar
1995 Bonding -1 st Series
'
Apr
Assessed Property Value Hearing
Apr
1 st quarter analyses of cash flow
'
Apr
Begin conversion of in -house accounting system
May
Begin conversion of in -house utility billing system
'
May -Jun
Deloitte & Touche audit field work
'
Jun
Production of Comprehensive Annual Financial Report
06/29/95
Application to GFOA for Certificate of Achievement for Excellence in Financial Reporting
06/29/95
City Financial Report to Minnesota State Auditor
'
Jul
6 month YTD budgetary data to departments for initial budget request process
Jul
2nd quarter analyses of cash flow
'
Jul
RFP for fiscal year'95 -'97 auditing services
07/29/95
'
Publish audited financial statement in newspaper
Aug
Council work session to select auditors
'
Aug
Update debt study with 1994 audited year end data
Aug
Report to City Council on issues raised in the 1994 audit report
'
Aug
Completion of accounting system conversion (go live)
'
08/07/95
Work session to review Park & Recreation and Public Works 1996 budget requests
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July 31, 1995
Don Ashworth
City of Chanhassen
690 Coulter Drive
Chanhassen, Minnesota 55317
Dear Mr. Ashworth:
RECEIVED
AUG 0 3 1995
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As required by the Truth in Taxation legislation, we are notifying you of the public
hearing dates set for the Hennepin County Board of Commissioners, Metropolitan
Special Taxing Districts and the school districts to discuss their proposed budget and
property tax levy for 1996:
Taxing District Oriainal Hearing Reconvened Hearinq
Hennepin County December 12, 1995 December 19, 1995
Metro Special Taxing Districts December 4, 1995 December 11, 1995
School District 272 December 5, 1995 December 14, 1995
We are now asking that you set your city's dates and times for the original budget
hearing and for a reconvened hearing. Although we will only be printing the original
hearing date on the notice, the reconvened date needs to also be set at this time. The
.......................
earliest date is November 29, 1995 and the last date is December 20, 1995, ttetiier
«••• w kw• .• ri<iui: \tii•:v % :::,* Also, a reminder that the reconvened date
must be at least 5 business days but no more than 14 business days after the initial
r)ublic hearina.
Since usually the public hearings and the mailing address for comments remain the
same, this year we are showing the 1994 data and asking you to confirm or update
that information. As required by Minnesota Statute
.......... ...............................
.......... ...............................
.::::...:........:.:
Hennepin County General Services
Taxpayer Services Division
A -600 Hennepin County Government Center
Minneapolis, Minnesota 55487 -0060
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