Department Activity ReportsCITY OF KALISPELL
FINANCE DEPARTMENT REPORT
CASH RECONCILEMENT AT THE CLOSE OF BUSINESS DATE: January 31, 2000
CASH ON HAND & DEMAND DEPOSITS:
NORWEST/STIP CASH IN TRANSIT
$
17,371.42
NORWEST CHECKING
$
82,294.03
NORWEST (CITY HEALTH FUND)
$
10,115.33
STEP (CITY HEALTH FUND)
$
604,226.26
STIP PROGRAM
$
11,792,109.91
NORWEST SWIMMING ACCOUNT
$
104.28
BIDDER'S BONDS
$
1,000.00
SUB -TOTAL DEMAND DEPOSITS:
$ 12,507,221.23
INVESTMENTS:
MWETardi"Foly..
INTEREST SUBSIDY/REHAB $ 2,862.20
COURTYARD RESERVE ACCOUNT $ 17,704.56
COURTYARD RESERVE ACCOUNT/EQUITY $ 33,936.00
NORWEST: REPO AGREEMENT 60 DAYS $ -
STIP PROGRAM (UDAG) $ 2,031,000.00
SEWER:
1991 S & C BONDS
$
572.84
SEWER:
1992 S & C BONDS
$
3,000.00
SEWER:
1993 S & C BONDS
$
730.00
SEWER:
1994 S & C BONDS
$
10,500.00
SEWER:
1995 S & C BONDS
$
11,408.00
SEWER:
1996 S & C BONDS
$
9,110.90
SEWER:
1997 S & C BONDS
$
6,358.10
SEWER:
1998 S & C BONDS
$
1,686.86
SEWER:
1999 S & C BONDS
$
1,768.99
TOTAL S & C's:
$
45,135.69
TOTAL LONG TERM INVESTMENTS:
$ 2,130,638.45
PETTY CASH
TOTAL TO BE ACCOUNTED FOR:
Res ectfully Submitted,
Carol L. Kostman
$ 1,000.00
$ 14,638,859.68
Assistant Finance Director
February 10, 2000
Date: February 14, 2000
TO: Mayor Boharski & City Council members
From: Amy Robertson, Finance Director
Re: Amy's semi-annual Staff Report
I apologize that these reports are few and far between. Finding the time has been difficult.
I wanted to report that the auditors have finished their field work on our FY99 audit. It was
somewhat delayed due to a problem we had with our utility program. One of our clerks entered a
date of 1969 instead of 1999 and it re -posted all of the billing registers to the general ledger back
to our March install. In a way it was good that it happened so that we could get the procedures
changed whereby the transactions are cleared daily. It did require a lot of time to back out and
balance monthly both the water and sewer accounts receivable. (No customer accounts were
affected.) The audit report will again be a "clean opinion", i.e., an unqualified report. We will
schedule an exit conference when the report is available. The City will be written up again for
the court procedures concerning accounts receivable and we will have a new comment regarding
the Ambulance accounts receivable as well.
Reviewing FY2000 revenue: we are currently $52,491 ahead of FY99 for the two quarters of
video gaming money received - about 10%. We have seen a drop in corporation tax of $42,170 in
the General Fund. Corporation tax is down 60% in all the milled funds. We have collected
about 58% of tax revenue, normal for this time of year. The new rates for motor vehicles went
into effect in January. Water and Sewer revenues are both better than budgeted. Our budget
numbers for this year were less than last year's actual - too conservative perhaps. Sewer revenue
is more consistent than water which can be influenced by sprinkling needs. The City has billed
out $381,519 for Ambulance services through January. This is 68% of budget which would
normally be at 58% through January. All of our assessment funds - Street Maintenance,
Garbage, Storm, Lighting - saw increased billing over last year which we expected due to
annexations. Our Downtown TIF tax revenue is down about $50,000 from my estimates and
what the County billed. The other two districts billed out at the level I anticipated.
Reviewing Expenditures: we have overrun the General fund personnel line item by $15,500, all
related to the police contract and the additional help needed by my office for Marti. At the end
of January most of the budgets should have approximately 42% remaining. Most do. We will
need a transfer of $4,600 for fire retirement as the one retirement was more than budgeted. Both
the Court and the Attorney's legal fee line items are overrun and our general printing budget only
has 16% remaining. Public works, Police and Zoning are a little ahead. It is hard to tell with
Parks as so much of what they do is seasonal. Additionally, we have cut off all spending in the
Airport and Westside Tax Increment Districts due to lack of cash.
The way we handle postage is going to change. I looked at upgrading the postage machine
which we bought in 1991. We currently pay meter costs and maintenance of $168 a month and
an upgrade would double that. Instead we are going to eliminate it completely and have The
Mail Room collect our mail everyday. The mail room will sort and bar code our mail and charge
us $.31 per piece. They will also take our water bills and even burst them for us. At a penny a
piece for bursting that comes to less than $400 a year. We recently had to have a serviceman
come from Spokane to work on our burster and the travel time was more than that. The burster is
also a noisy, dusty machine which we would very much like to get rid of. Losing the postage
machine will make the hallway a little less congested too. This service has begun and there are
claims in this weeks list for The Mail Room.
We are looking at going online for banking. It is necessary as more and more transactions are
being done electronically. Currently all federal payments are made by wire. Often, we are not
aware a payment has been made until we get a bank statement. Water bills are being paid and we
are not crediting them in a timely fashion. There is the possibility of shut offs happening. The
bank is willing to fax us at a cost of $3 per page but even then they often do not know what the
payment is for. The wire information doesn't always include City account numbers. We have
had to place receipts in a suspense account until someone calls to track a payment. It's apparent
that the future is going to have more and more folks wanting to bank online. Internet companies
such as Paymybills.com are the way of the future. There will be a fee for this service which we
will probably split between finance, water and sewer billing.
We all survived Y2k although our first payroll did come up with 1900 for a date - our vendor
was quick to fix it. We had one other thing happen kind of as a result of Y2k. All of the banks
insisted that they wanted their bond payments sent out before the 1't of January. (Weren't they
the ones most vocal about being ready?) Carol Kostman made all of the bond wire transfers and
mailed the checks for the interest and principal payments on our SIDs. As long as she was doing
these checks she also made the payment to the escrow account for the Timmerck property -due
Jan 2"1 Well poor Mrs. Timmerck came in here last week with a long face because she ended up
with two payments in the same calendar year for tax purposes. Of course, all of our other
payments are tax exempt but hers. Carol made arrangements with Escrow, Inc. to reverse the
payment and redo the 1099 for her. She wrote the letter and even walked it over for her. If we
had a employee customer service award, Carol would be up for it.
It is time to start on budgets. Its very difficult to project our tax revenue as we won't know the
effects of what the legislature did to us until July. We also don't know what the State
reimbursements will be. I understand that the mill levy calculation will be the same as last year,
i.e., calculating the floating mill to make the City whole again. The difficulty this year is that the
tax reductions are going to utilities and not the homeowners. The assessor has indicated that the
phone company will receive a $250,000 tax break; some of that will be in the Downtown TIF and
some in the City General. The preliminary budget will be very preliminary and we will try to
work with current service levels. Your goal setting will be very important in this process.
CITY OF KALISPELL BUILDING DEPARTMENT
MEMORANDUM
TO: CITY MANAGER CHRIS KUKULSKI, MAYOR WM. E. BOHARSKI, & CITY COUNCIL
FROM: CRAIG KERZMAN, BUILDING OFFICIAL
DATE: January 31, 2000
RE: PERMIT REPORT
PERMITS
THIS
MONTH
FEES
THIS
MONTH
PERMITS
JANUARY
TO DATE
FEES
JANUARY
TO DATE
FISCAL
YEAR
PERMITS
FISCAL
YEAR
FEES
BUILDING
18
$ 8,448.80
18
$ 8,448.80
200
$ 89,071.54
PLAN REVIEW
13
$ 5,572.50
13
$ 5,572.50
89
$ 38,624.62
CITY ZONING
14
$ 1,914.20
14
$ 1,914.20
14
$ 1,914.20
FRDO
4
$ 198.00
4
. $ 198.00
4
$ 198.00
PLUMBING
14
$ 1,362.00
14
$ 1,362.00
132
$ 10,573.00
MECHANICAL
27
$ 1,615.00
27
$ 1,615.00
270
$ 11,935.00
MOVING
0
$ -
0
$ -
3
$ 200.00
SIGNS
5
$ 162.00
5
$ 162.00
15
$ 643.00
TOTALS 1
95
19272.5
95
19272.5
727
$ 153,159.36
BUILDING
VALUATION
THIS MONTH
JANUARY TO DATE
FISCAL TO DATE
CITY
$ 2,039,656.00
$ 2,039,656.00
$
16,488,942.00
COUNTY
$ 128,064.00
$ 128,064.00
$
5,899,229.00
TOTAL
$ 2,167,720.00
$ 2,167,720.00
$
22,388,171.00
SEWER CAPITOL IMPROVE-
MENT FUND
$
20,708.00
$
20,708.00
$
97,426.00
WATER CONNECT FEE
$
8,766.00
$
8,766.00
$
40,530.00
BOARD OF ADJUSTMENT
$
- 1
S
175.00
SUMMARY FOR JANUARY 2000
CITY
COUNTY
Type
#
Bldg. Valuation
Type
#
Bldg. Valuation
PUBLIC
PN
PUBLIC
PN
PAA
PAA
CN
2
$ 1,310,000.00
CN
COMMERCIAL
CFDN
COMMERCIAL
CFDN
CAA
7
$ 253,000.00
CAA
2
$ 2,490.00
RN
2
$ 277,060.00
RN
RFDN
RFDN
SFR
RAA
1
$ 4,000.00
SFR
RAA
2
$ 125,574.00
ACC
ACC
MFDN
MOD
DN
1
$ 195,596.00
DN
DUPLEX
DFDN
DUPLEX
DFDN
DFDN
DFDN
DAA
DAA
TN
TN
TOWNHOUSE
TFDN
TOWNHOUSE
TFDN
TAA
TAA
MN
MN
MULTIFAMILY
MFND
MULTIFAMILY
MFDN
TOTALS
13
$ 2,039,656.00 1
4
$ 128,064.00
GRAND TOTAL OF VALUATION $ 2,167,720.00
CITY PERMITS
Bldg
14
$ 7,656.80
COUNTY PERMIT
Bld;
4
$ 792.00
Plan
Il
$5,174.37
Plan
2
$398.13
Plum
13
$1,317.00
Plum
1
$ 45.00
Mech
20
$1,275.00
Mech
7
$ 340.00
Sign
5
$ 162.00
Sign
Sewer
3
$ 20,708.00
Sewer
Water
3
$ 8,766.00
Water
Zoning
14
$ 1,914.20
FRDO
4
$ 198.00
BOA
BOA
Vil Co.
Vil Co.
Move
Move
Maps/Ord
4
$ 55.00
TOTALS
87
$ 47,028.37
18
$ 1,773.13
GRAND TOTAL OF PERMITS S 48,801.50
of Kalispell
Post Office Box 1997 • Kalispell, Montana 59903-1997 • Telephone (406) 758-7700 • FAX (406) 758-7758
REPORT TO: Chris A. Kukulski, City Manager
SUBJECT: Monthly Activity Report for J;
FROM: Jim Hansz, Director of Public
DATE: February 15, 2000
Highlights of monthly activity for the operating divisions of the Public Works
Department for the month of January 2000 are as follows:
ENGINEERING DIVISION
■ Continued to support the City Hall space analysis effort.
■ Met with hospital representatives regarding access route between Conway and Sunnyview.
■ Provided extensive support to the Stream.com Service Center Relocation Project.
■ Reviewed downtown parking utilization data with Parking Commission.
■ Conducted a pre -proposal meeting with consultants for Facility Planning Project.
■ Supported a Kalispell area TAC meeting. TAC voted to recommend an overlay of Whitefish
Stage Road from Reserve south to the City limit as an Urban Fund Special Project.
■ Reviewed Site Development Plans for the new Smith Food & Drug expansion.
■ Compiled information for the Fire Department for ISO Rating Review.
■ Met with American Timber regarding status of Glacier Gold. Began contingency planning
for an alternate method of sludge disposal should GG close down operations.
■ Met with Hampstead Partners to discuss their proposed Business Park Development on Hwy
93 North.
■ Prepared plans and specifications for the Year 2000 Sidewalk Replacement Project.
■ Corrected various computer hardware and software problems.
■ Upgraded plotter memory to 36MB.
■ Updated City Special Assessment records.
■ Upgraded County software to use internet for City Specials.
■ Reviewed preliminary plat of the Meadow Creek Subdivision.
■ Reviewed the utility improvement plans of the Ranchview Subdivision.
■ Completed the Salish Court/Hilltop Avenue Sanitary Sewer Developer Extension Agreement.
OFFICE AND STAFF
There were 25 emergency call -outs for the month of January:
■ Water Division - 3
■ Sewer Division - 3
■ TSS Division - 7
■ Street Division - 12
■ WWTP -
■ Total - 25
CENTRAL GARAGE
76 repair orders were completed during the month of January:
■ Police - 17
■ Streets - 22
■ Fire - 4
■ Garbage - 10
■ Others - 23
■ Total - 76
■ Continued regular maintenance of City vehicles and machinery.
■ Responded to numerous road calls.
■ Made repairs and replaced cutting edges on both graders.
■ Repaired circuit board on the Sewer truck.
■ Obtaining information on budget items.
■ Replaced clutch assembly on the Parks Department chipper.
■ Repaired carburetor on rear motor on de-icer truck.
■ Replaced air brake can on the Street Tandem.
■ Replaced power converter and heater blower motor on CAT loader.
■ Replaced rear springs and hydraulic hoses on the de-icer truck.
■ Repaired plows on various City vehicles.
SANITARYISTORM SEWER DIVISON
■ Continued video and jet cleaning of sewer lines Monday through Thursday.
■ Performed weekly maintenance of sixteen lift stations each Friday.
SOLID WASTE DIVISION
■ Delivered 3 containers to new customers: 3 -100 gallon, 0-400 gallon, 0-300 gallon.
■ Repaired 1 containers and responded to 5 violations.
■ Continued weekly garbage service.
■ Continued weekly alley cleanup.
■ Weekly light pruning in City alleys.
STREET DIVISION
• Plowed and de-iced City Streets.
■ Assisted the Solid Waste Division.
■ Chipped Christmas trees.
■ Picked up new flush truck in Helena.
■ Received 6,000 gallons de-icer.
■ Removed snow berm from downtown area.
■ Repaired potholes with cold mix patch.
■ Took delivery of the new CAT Grader.
■ Ordered and received 30-tons of "ice -slicer," a new de-ice product we are evaluating.
WATER DIVISION
WATER PRODUCTION & STORAGE:
■ Produced 72 M gallons of water: 20 M gallons upper zone and 52 M gallons lower zone.
■ Injected 125.5 gallons of sodium hypochlorite, 12% solution to maintain an average chlorine
residual of 0.24 PPM throughout the system.
■ Continued routine maintenance on all pumps, motors, chlorination equipment, grounds,
buildings, controls, testing, and record keeping.
• Refitted and plumbed in transfer pump for new fuel storage tank.
■ Installed leak detection device and fuel gauge for new fuel tank and anchored fuel tank.
® Assisted Roger Noble of Land & Water to collect water samples at Grandview Well #1.
■ Installed shutters and exhaust fan at Buffalo, Armory, and Depot Well chlorine rooms.
■ Installed new door lock at Buffalo Booster Station.
■ Assisted electrician in wiring chlorine rooms.
■ Researched prices and seconds bids for equipment and labor — Chlorine rooms and budget
items.
■ Installed new exterior security lights at Buffalo Well and Booster Station.
■ Conducted hydrant flow tests.
WATER CONSTRUCTIONAND SYSTEMREPAIR:
® Tagged 40 delinquent accounts on the East Side of Kalispell.
■ Completed 70 work orders during the month January.
■ Assisted the Parks Division with Christmas Tree removal.
■ Assisted Street Division with snow removal.
• Started meter replacement on the west side of Kalispell.
TRAFFIC SIGNS & SIGNALS DIVISON
■ Continued regular maintenance of signals, signs, luminaires, barricades, sight obstructions,
and Airport lighting.
■ Conducted traffic count on 2-Mile Drive and Hawthorne.
• Responded to traffic accident at Hwy 2 East and East Evergreen. Made repairs.
• Hung banner for the March of Life Group.
• Changed out damaged cabinet & controller at Hwy 2 East and East Evergreen for MDOT.
® Replaced signal controller at Hwy 93 South and 181h Street East.
® Replaced bad photocell base at West Center and 51h Avenue WN for HPS System.
■ Provided 16 hours of support to MDOT for sign and signal repairs in NW Montana at the
following locations: Hwy 2 East/Hwy 35, Hwy 2 East/East Evergreen Drive, Idaho/41h Street
East, Main/Idaho, Hwy 93 N/131h Street (Whitefish), Hwy 93 South/181h Street, Hwy 2/Hwy
93, Sunset/Wyoming, Meridian/Idaho, and Idaho/3rd Avenue EN.
WASTEWATER TREATMENT DIVISION
® 135 Work orders were completed during the month of January.
341 Lab tests were performed during the month of January.
® 21 Loads of sludge were hauled during January.
■ 82,338#s of bio-solids pressed.
■ The total plant flow for December 1999 was 56.6 million gallons; the average daily flow
was 1.8 million gallons.
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