Minutes from the Tuesday October 3rd, 2023 City of Jeanerette Finance Committee Meeting

[City Clerk]

Minutes from the Tuesday October 3rd, 2023 City of Jeanerette Finance Committee Meeting Present - Alderwoman Tia Simmons, Alderwoman Charlene Moore, City Clerk Susan Colden, Treasurer Liz Verdun. Alderwoman Simmons called the meeting to order. Alderwoman Simmons apologized for not having the ARPA and Capital Fund update prepared for the meeting. Alderwoman Simmons stated that when we created the 23-24 budget, we were referring to the March 31, P & L, and the hope is to amend the budget quarterly. We just received the 6-30-2023 P & L a month ago, that was edited, and it still has a few errors. Alderwoman Simmons then started reviewing the General Fund and pointed out that we do not want more than a 5% difference in the budgeted amount in the expense category to avoid an audit finding. Alderwoman Simmons then walked the group through the P & L pointing out where the total revenues are calculated, and we ended the year 17% over budget, which should not an issue because it is a revenue account, but expenses are what we need to watch. At this point Mayor Carol Bourgeois Jr. joined the meeting. Alderwoman Simmons then moved to discussing expenses. Alderwoman Simmons also pointed out that for some of the expenses there is a corresponding revenue category. Alderwoman Simmons then reviewed the Sales Tax accounts, detailing the transactions and purpose for each as well as the transfers. Next the group reviewed Street Ad Valorem and Drainage and Mosquito. The Capital Outlay account seems to be accurate. The Police and Fire Protection funds are not designed to be savings accounts they are for the departments to get needed equipment and training and this budget will accomplish this. Utility is a completely different account, it is an accrual account. When they mail the bills out it becomes a receivable, but you also have the related LAMP accounts. There was also a discussion of the structure of LAMP accounts and how they are accounted in the budget and P & L. Treasurer Liz Verdun then reviewed the Utility Billing report for the month of September. There was a discussion that there needs to be a procedure developed to handle old outstanding A/R that the collection agency deems uncollectable. Ms. Verdun then moved to reviewing the reconciled bank balances, and the cash flow analysis. When the discussion shifted to the aged payables Alderwoman Simmons asked where did it show where the funds are pulled from, Ms. Verdun said that information is available on another report and that she could get that for her. Ms. Verdun then stated that they are researching using Civic Source for the Ad Valorem. Catherine Withrow asked about the improper use of the City Logo, and noting that the City Attorney could issue a cease-and-desist order. Also, concerning and the sales tax levels can we get the licensed businesses on the City’s website? The Mayor stated that his secretary is currently working on this list. The Mayor received a call from an official from LAMP and the Mayor asked if the City’s LAMP account is one account or if it is categorized? He will look into it when he gets back into the office. With no other business to discuss the meeting was adjourned.


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Carol Bourgeois Jr., Mayor
ATTEST:




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Susan Colden City Clerk