GEORGETOWN — City office workers are working with a consultant to fix some bookkeeping problems, and hope to have the problems resolved by the end of the month.
City council members received an update on city finances from Kathy Galyen, the city treasurer, at a special meeting on Friday.
Galyen said that city office workers had used a bookkeeping program for years called Civics, but then decided to switch to a program called Locis. Office workers received training on Locis, and implemented the program in June 2012.
When Galyen took over as treasurer after the April election, she had a hard time finding information in the Locis system. She said that some bugs in the software were found, but also some of the data was put into the system incorrectly by office workers.
"I think that all the money is there, but I can't find it all in the system," Galyen said.
The city called in Bernie Mrugala, a system consultant with Locis' Joliet office, to help fix the problems.
Mrulaga has spent six days over the past two weeks in city hall, going over the Locis system and helping office workers to better understand and input the data. He said he has not run across any missing figures, but it is disorganized and some of the inter-fund transactions were not recorded properly.
Mrulaga said it was a common problem, and he hoped to have the whole system reorganized in another few days.
In addition, he is helping office workers to better understand the system. He said that city workers had previously been using Locis only as a check-writing program, even though it can do much more than that.
Galyen said that she and the other office workers have been working hard to clean up the city's financial records, but that the efforts are time-consuming and expensive — she said that the city spent $3,000 in the last week alone on financial record organization.
After the records have been cleaned up, the city will have its 2012-13 fiscal year audit done by Daughhetee & Parks Management Consulting of Danville, and will be able to complete some mandatory reporting for the state.
"We just want to fix this and move forward," Galyen said.
Mayor Kay Sanders said that Mrugala has been a huge help, and that she is looking forward to the financial records getting and staying organized.