YMCA Information Requests – Third Request
RE: YMCA Information Requests – Third Request October 4, 2013 11:59 AM
To:”Wayne Saunders” <wsaunders@port-orange.org>
Wayne,
The meeting is next Monday and we still do not have the reconciliation. That is unacceptable. One of the YMCA board members has requested to be at the meeting Monday night. I think it would be very embarrassing for the City to not have this simple analysis done yet. You have had a full month now.
Thanks,
Mark Schaefer
Precinct 709
3606 Donna Street
Port Orange, Florida 32129
386-316-1206
From: Saunders, Wayne [mailto:wsaunders@port-orange.org]
To: Mark Schaefer
Cc: ‘Bob Ford’; Kennedy, Dennis; Burnette, Don; Bastian, Drew; Kisela, Greg; Roberts, Margaret; Green, Allen; Fenwick, Robin
Subject: RE: YMCA Information Requests – Third Request
Mark,
Wayne Saunders
Finance Director
From: Mark Schaefer [mailto:mark@mark-schaefer.com]
To: Saunders, Wayne
Cc: ‘Bob Ford’; Kennedy, Dennis; Burnette, Don; Bastian, Drew; Kisela, Greg; Roberts, Margaret; Green, Allen; Fenwick, Robin
Subject: RE: YMCA Information Requests – Third Request
Wayne,
Would you anticipate having the Repair and Replacement analysis completed before our next Audit and Budget meeting?
I was asking for the YMCA payroll additions backup detail to your general ledger entries for July and August 2013. I am sure you would have to have backup for the entries. On the YMCA information we were given, it states that there were 100 or 109 free memberships. These are probably estimates and the numbers could change for each month. The free memberships are a concession that the YMCA provides the City that is in addition to the $17,145.00 that the YMCA pays monthly for rent. For 100 to 110 free memberships at $40.00 per month, we would be receiving a benefit of between $48,000.00 and $52,800. The eleven month general ledger for August 31, 2013 shows a total amount of $63,410.25. I am just trying to understand why the numbers are so much different. The general ledger entries that you are making must somehow breakdown to a detail by employee.
Thanks,
Mark Schaefer
From: Saunders, Wayne [mailto:wsaunders@port-orange.org]
To: Mark Schaefer
Cc: ‘Bob Ford’; Kennedy, Dennis; Burnette, Don; Bastian, Drew; Kisela, Greg; Roberts, Margaret; Green, Allen; Fenwick, Robin
Subject: RE: YMCA Information Requests – Third Request
Mark, I do not have information regarding your questions 1, 2 and 3. I have referred them to the Clerk’s office and HR. For question 4, as I previously stated, you are correct that revenue is recorded monthly but the assigned reserve update entry is made annually as a part of closing entries. I will be looking at Acct. 271.12-00 as we close this year and will provide your requested analysis as soon as available.
Finance Director
From: Mark Schaefer [mailto:mark@mark-schaefer.com]
To: Saunders, Wayne
Cc: ‘Bob Ford’; Kennedy, Dennis; Burnette, Don; Bastian, Drew; Kisela, Greg; Roberts, Margaret; Green, Allen; Fenwick, Robin
Subject: RE: YMCA Information Requests – Third Request
Wayne,
I hate to keep bugging you, but these are the same questions that I had asked at our last Audit and Budget meeting. I am just trying to do my homework before our next meeting. Let me explain why I keep asking for this information. I think it is important for City Council to know how much is in the Repair and Replacement reserve. In August 2012, the account showed a balance of $196,475.23. In September 2012 it jumped to $435,432.24 and has not changed since then. We also need to look at the resolution that adds $2812.50 to see if there was a time limit or expiration date on that additional amount. We should look at the free membership agreement with the YMCA to see what the parameters are. I may have more questions once I see that information. There could have been limitations or the agreement may have expired or need to be renewed now. Was the agreement for individual memberships but the employees were required to cover the difference if they chose family memberships. Could Port Orange owe the YMCA for some part of employee contributions for the past ten years. I think these are all important questions as we look at the whole YMCA proposal.
We will have family in town for all of next week so my time will be limited after Friday. I would hate to be delaying recommendations on the YMCA for another month because we were still lacking information.
We are also still waiting on answers for a few questions from the YMCA. Who was going to follow up with the YMCA and get those answers?
Thanks,
Mark Schaefer
Life isn’t about waiting for the storms to pass, its about learning to dance in the rain.
From: Saunders, Wayne [mailto:wsaunders@port-orange.org]
To: Mark Schaefer
Cc: Bob Ford; Kennedy, Dennis; Burnette, Don; Bastian, Drew; Kisela, Greg; Roberts, Margaret; Green, Allen; Fenwick, Robin
Subject: RE: YMCA Information Requests – Third Request
I only received your questions yesterday and will get answers to you later today.
Wayne Saunders
Finance Director
Sent: Tuesday, September 17, 2013 7:31 AM
To: Saunders, Wayne
Cc: Bob Ford; Kennedy, Dennis; Burnette, Don; Bastian, Drew; Kisela, Greg; Roberts, Margaret; Green, Allen; Fenwick, Robin
Subject: YMCA Information Requests – Third Request
Wayne,
I apologize if my questions are not clear or if you need more time to answer the questions. If you need more time or clarification, please let me know.
- In addition to the Repair and maintenance reserve, we have a monthly amount for $2,812.50 as a repair reserve. This would have been provided for in a City resolution. May I have a copy of that resolution?
- The City of Port Orange must have an agreement with the YMCA that allows for City employees to have free memberships. I did not see that provision in the lease. Could you provide mw with a copy of the agreement that would cover the free memberships?
- It looks like there is a monthly payroll withholding for YMCA monthly dues. The amount for July is about $5,330.02. The amount for August is about $6,802.96. I attached the two pages from each month. There must be detailed work pages that would support these entries. I attached the two pages from the monthly general ledger. Can you please provide me with a copy of the detailed work pages that would identify the names of the employees and the amounts that would total into these entries?
- I see 271.12-00, which appears to the represent the Repair and maintenance reserve as provided for in the lease, but that is only totally $435,432.24. That account did not change for all of 2013. We record the monthly revenue of $5,895.00 for the R&R reserve, why do we not record the offsetting increase in the reserve? Does this not misstate the monthly financial statements? I attached the September 2012 and August 2013 Balance Sheet pages. You were also going to prepare a reconciliation of account 271.12-00.
Thanks,
Mark Schaefer