Pevely Aldermen Call for Closer Financial Review as City Advances Development Plans

Board members discussed concerns about city accounts, approved an indoor sports complex permit and moved forward with new financial software and infrastructure projects.

By The Jefferson Review

PEVELY, Mo. — Financial oversight dominated Monday night’s Pevely Board of Aldermen meeting as city officials discussed transfers between municipal funds, the performance of the city’s outside accounting firm and plans to consolidate several software systems.

The discussion began during a review of the city’s May financial report. Alderwoman McCain questioned several transfers between city accounts, reimbursement requests involving road funds and balances that appeared to show some funds operating in the negative.

Questions were also raised about revenue entries for the police department, animal control and other city operations.

City officials suggested that the complicated financial questions be addressed during a separate workshop, where aldermen could review the accounts in greater detail and receive answers from staff and the city’s accounting professionals.

One alderman requested that financial workshops be held monthly because the reports are presented to the board each month. Other officials suggested beginning with one or two workshops and determining whether additional meetings would be necessary.

The board discussed holding a financial workshop before its regular meeting scheduled for September 21.

City Questions Outside Accounting Services

The discussion expanded into concerns about the work being performed by the city’s outside accounting firm.

The Director of Administration, Angelina Sasone, told the board that Pevely had already begun taking some responsibilities away from the firm, including data-entry work that city employees could perform at a lower cost.

Sasone said the firm had been charging the city more than $100 per hour for certain entries and administrative work.

She also told aldermen that approximately $30,000 to $35,000 had been saved during her first 45 days working with the city.

She further reported finding approximately $18,000 in checks dating back to 2023 that she characterized as fraudulent and said had not been identified by the outside accounting firm. The claim was made during the meeting’s public discussion and was presented as part of the city’s continuing review of its financial records.

Some aldermen said the accounting firm should be invited to the financial workshop so its representatives can explain the reports and answer questions about their work.

City officials agreed that representatives could be asked to attend at least one workshop. However, they noted that the company charges the city for time spent attending meetings and responding to questions.

Officials also said the city cannot immediately end its relationship with the firm because financial records and state filings must first be transferred or completed.

New Financial Software Could Reduce Costs

The city is also seeking proposals for a new financial management system that could replace several separate programs currently used by different departments.

A city official said Pevely currently uses approximately five or six software systems for accounting, public works, code enforcement, animal control, cash management and other city operations.

Those systems, combined with related services, reportedly cost the city approximately $190,000 annually.

The city has issued a request for proposals for a single system that could combine many of those functions. Officials said some of the systems they have reviewed would cost approximately $25,000 per year and could potentially save the city about $88,000 annually after the transition is completed.

Pevely will also seek proposals from firms interested in performing the city’s fiscal year 2025 audit.

City Administrator Andy Hixson said periodically changing auditors is considered a good practice because it allows a different group of professionals to review the city’s financial records. Officials expect to bring the audit proposals back to the board later this year.

Sports Complex and Subdivision Plans Approved

The board approved several ordinances related to development within the city.

Aldermen approved a special use permit allowing the development and operation of an indoor multi-use sports complex.

Before the vote, officials discussed a question involving the address listed for the property. The Jefferson County property records reportedly use the same address for more than one nearby property, but officials confirmed that the parcel number listed in the ordinance identified the correct location.

The ordinance authorizing the sports complex passed without opposition.

The board also approved a major subdivision plan involving two parcels within the city.

A separate ordinance approving a minor subdivision at 359 Old State Road generated more debate.

City officials said the property is located within Pevely’s redevelopment district and meets the city’s requirements involving setbacks and lot sizes. Because the property is within a floodplain, the developer has agreed to elevate the planned construction.

Officials said raising the structures could eliminate the federal requirement for flood insurance, although an individual lender could still require a homeowner to carry it.

Alderwoman McCain opposed the proposal and argued that an earlier city ordinance allowing smaller lots was intended to help owners rebuild on existing lots in Pevely’s older neighborhoods. She said the ordinance was not necessarily intended to allow a larger property to be divided into several smaller residential lots.

Other officials said the redevelopment rules were created to encourage construction on properties that might otherwise remain vacant.

The minor subdivision was approved with opposition from some members of the board.

Aldermen also approved an updated conflict-of-interest ordinance. City officials said the measure is required under state law and must be renewed every two years.

City Plans Audio and Stormwater Improvements

Pevely officials are preparing to upgrade the audio and visual equipment inside City Hall after residents reported having difficulty hearing portions of board meetings.

The city administrator said he is scheduled to meet with an audio-visual company and hopes to develop a system that will improve sound throughout the room and allow presentations to be displayed on televisions near the front of the meeting space.

Officials pointed to Crystal City’s meeting-room equipment as an example of a system Pevely could study.

The city is also moving forward with a stormwater project near the Landmark property.

City engineers, city officials and Landmark representatives recently walked the property to examine drainage concerns. Survey crews and utility-locating services are expected to begin work in the area.

Officials are considering the construction of a retention basin behind the property, where runoff from several hills converges and flows toward sinkholes. The basin would be designed to slow the movement of water and reduce flooding in the surrounding area.

Landmark representatives were described as willing to work with the city on any necessary easements.

Additional City Business

The board approved a renewed agreement with IT Voice for telephone services and equipment. Officials said the city reviewed its existing lines and removed unnecessary phones and services before approving the new agreement.

A resolution was also approved appointing a city attorney as a backup provisional prosecutor.

Aldermen discussed providing additional training for members of the Planning and Zoning Commission and other city boards. The proposed training could include visual presentations explaining boundary adjustments, minor subdivisions, variances, setback requirements and other development procedures.

The meeting concluded with discussions about ATV use on public streets, parking near fire hydrants, narrow streets that may prevent emergency or sanitation vehicles from passing and possible reminders about the city’s fireworks ordinance before next year’s Independence Day celebrations.

City officials said they would review Pevely’s existing parking and vehicle ordinances and bring additional information back to the board.