Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Municipal Finance topic
No spam. Unsubscribe anytime.
Pryor Creek mayor reports ledger cleanup, preliminary May finances; council approves May 13 minutes
Summary
At a regular meeting, the Pryor Creek mayor updated the City Council on preliminary May financials and an accounting cleanup after duplicated payroll entries were found on the general ledger; council approved minutes from the May 13, 2025 meeting and discussed evaluating fleet leasing with Enterprise to reduce vehicle costs.
The Pryor Creek City Council received an update from the mayor on preliminary May financials and an accounting cleanup effort during its meeting. Councilmembers approved the minutes of the May 13, 2025 meeting.
The mayor told the council that the city’s preliminary financials show the fiscal year is about 92% lapsed and that most departments remain below 92% of their budget used. “Net revenue over expenditures, period to date, [is] $131,002.57,” the mayor said, adding that the year-to-date shortfall amount reported earlier in the fiscal year was unclear in the transcript. The mayor cautioned the figures are preliminary and final numbers await Cassell’s cleanup work and bank statements.
The mayor said auditors and staff identified a duplicated payroll entry on the general ledger; the duplication affected ledger records but did not represent duplicate payroll payments. The mayor said Cassell, the city’s accounting contractor, has been asked to perform a general ledger cleanup beginning Feb. 25, 2025, and to then come on site to help city clerks and finance staff restore regular processes. “We found that there were some... an entire payroll that had been duplicated on the general ledger. Let me be very clear. Not paid out duplicate, but duplicated on the general ledger,” the mayor said.
City staff discussed procedures for correcting historical errors. The mayor relayed finance staff guidance that closed accounting periods should not be reopened to fix old entries; instead, corrections should be recorded in the current period so the ledger remains balanced moving forward.
The mayor also described preliminary work to reduce vehicle costs by exploring fleet leasing and management with Enterprise, which the mayor said provides full-spec vehicles, maintenance and replacement at the end of a contract cycle. Using Tahlequah as an example, the mayor said Enterprise would spec, deliver and replace vehicles on a mileage schedule and that the city would continue to carry insurance on leased vehicles. “They will spec those out... at that [mileage] they’re gladly gonna take that car... and they’re gonna bring us a new one,” the mayor said. The mayor added departments were asked to compile VIN and plate numbers and ensure insurance documentation is current.
Councilmembers moved and seconded approval of the minutes from the May 13, 2025 meeting; the motion passed. The mayor said staff will meet with department heads about capital needs and will schedule a meeting with Enterprise in the coming weeks. The meeting adjourned following a motion to adjourn that was seconded and approved.
