USA > Massachusetts > Worcester County > Milford > Town Annual Report of the Officers of the Town of Milford, Massachusetts 1927 > Part 5
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SCALES, MEASURES, ETC., SEALED.
Adjusted Sealed Condemned
Platform scales, over 5000 pounds
6
9
Platform scales, under 5000 pounds
37
81
5
Counter scales
11
42
2
Beam scales
.
2
2
Spring scales
.
30
67
4
Computing scales
31
74
2
Slot personal weighing scales
15
1
Weights
.
.
9
710
25
Wet measures
285
16
Automatic gas and oil pumps
29
54
7
Yard sticks
75
11
Office calls for sealing
210
Outside calls for sealing
.
.
330
Sealing fees
.
$147 08
Paid Town Treasurer Benjamin J. Clancey
$147 08
Licenses for hawkers and pedlars,
$220 00
Issued from this office, 16 State Licenses at $51.00 each.
Thanking the Honorable Board of Selectmen, and the public, for the assistance given me during my term as Sealer of Weights and Measures,
I am respectfully,
DANIEL M. O'BRIEN,
Sealer of Weights and Measures.
.
.
.
REPORT OF TOWN SOLICITOR.
January 17, 1928.
HONORABLE BOARD OF SELECTMEN,
MILFORD, MASS.
GENTLEMEN :-
I submit to you the following report as town solictor for the year, up to and inclusive of the date hereof.
The office has been kept fairly busy in delivering opin- ions regarding many municipal problems, the most important in my mind being the principle in law involving the incom- patability of public offices.
There are two cases pending that were initiated by the writer in which the town is a party thereto, both being in the superior court, one is the town of Milford against the town of Northbridge and the other DeFazio against the town of Mil- ford for damages for sewer taking.
Most of my efforts have been applied to the Police De- partment in the prosecution of cases involving intoxicating liquors and violations of the automobile laws.
I take this occasion to thank all of the public boards for their courtesy and patience in my dealings with them.
Respectfully submitted,
JOHN C. LYNCH,
Town Solicitor.
Report of Finance Commission.
Reserve Fund
$5,000 00
Vernon Grove Cemetery
. $1,000 00
Park Commission
250 00
Fire Department
850 00
Selectmen
500 00
Board of Health
.
165 00
Interest Fund
.
.
202 57
Board of Health
.
. 2,625 55
$1,993 13
·Cash in Reserve
6 83
$5,000 00
.
.
.
THOMAS J. WELCH, Chairman. JOHN F. DAMON, Secretary.
REPORT OF AN AUDIT
OF THE ACCOUNTS OF
AND THE
Installation of an Accounting System
FOR
The Town of Milford.
Made in Accordance with the Provisions of Chap- ter 44, General Laws.
JUNE 11, 1927.
June 11, 1927.
To the Board of Selectmen, Mr. Philip Cenedella, Chairman, Milford, Massachusetts.
Gentlemen :
I submit herewith my report of an audit of the accounts of the town of Milford for the period from July 20, 1926, to March 31, 1927, and the installation of a system of accounts, as petitioned for by vote of the town and in accordance with the provisions of Chapter 44 of the Gen- eral Laws. This report is in the form of a report made to me by Mr. Edward H. Fenton, Chief Examiner of this Division.
Very truly yours, THEODORE N. WADDELL, Director of Accounts.
103
Mr. Theodore N. Waddell, Director of Accounts,
Department of Corporations and Taxation,, State House, Boston.
Sir :
In accordance with your instructions I have made an audit of the books and accounts of the town of Milford for the period from July 20, 1926, to March 31, 1927, and, in addition, have installed a system of accounts in accord- ance with a vote of the town, the following report being submitted thereon :-
The financial transactions of the town, as recorded on the books of the several departments collecting money for the town or committing bills for collection, wore exam- ined and checked for the period of the audit.
The books and accounts of the town treasurer were examined and checked in detail. The recorded receipts. were checked with the records in the several departments collecting money for the town and with other sources from which money was paid into the town treasury, and the recorded payments were checked with the orders approved by the selectmen authorizing the treasurer to disburse town funds.
The cash book footings were proved and the balance was reconciled with the amount in the bank. The savings bank books representing the investment of the cemetery perpetual care funds in the custody of the town treasurer were examined, and the income and disbursements were verified. The payments on account of debt and interest were verified by a comparison with the amounts falling due and with the cancelled securities and coupons on file.
The books and accounts of the tax collector were exam- ined and checked in detail to the close of May 27, 1927. The cash on hand was counted, and statements obtained from the banks were reconciled. The recorded payments to the treasurer were verified by a comparison with the treasurer's cash book, the abatements as recorded were
104
verified by a comparison with the assessors' and the sewer commissioners' records of abatements granted, the commitment lists were proved, and the outstanding amounts were listed and proved. Tax verification notices were mailed to a large number of persons whose names appeared on the books as owing money to the town, the replies thereto indicating that the outstanding accounts, as listed, are correct.
The town clerk's records of licenses issued for the town, the State and the County were examined, and the re- corded payments were verified. The records of financial votes were examined and checked to the appropriation accounts.
In addition to the departments and accounts mentioned, . the records of all other departments collecting money for the town or committing bills for collection were examined and reconciled, the payments to the treasurer being verified.
The surety bonds of the treasurer, tax collector, and town clerk were examined and found to be in proper form.
Appended to this report are tables showing a recon- ciliation of the treasurer's and the collector's cash, sum- maries of the tax and assessment accounts, of depart- mental accounts and trust fund transactions, together with a balance sheet showing the financial condition of the town as of March 31, 1927.
The books and accounts under the new system were opened as of January 1, 1927, and the financial transac- tions to March 31, 1927, were recorded therein.
The system as installed provides automatic checks which will furnish the administrative officers with infor- mation that should prove helpful in carrying on the work of the respective departments. Citizens may also be fur- nished with facts relative to the cost of the several func- tions and activities of the town government.
The several books and forms provided contemplate the
105
systematic classification of accounts by means of group- ing all items of receipts and all items of expenditures of a similar nature under what is termed a functional classi- fication; that is, grouping those items that are related, thus allowing the public to see at a glance what each par- ticular service is costing.
The treasury warrant (upon which all payments are made) will be prepared by the town accountant. By the use of the warrant, he can see whether there is a sufficient sum to the credit of the department on account of which the same is drawn, before the warrant is approved by the selectmen, thereby preventing expenditures in excess of the sums appropriated.
Ample provision has been made for handling the ac- counts in a businesslike manner, and with the accounts kept up-to-date, the several town officials will have avail- able at all times information which will aid them in plan- ning their work and which will also insure a complete statement of the financial condition of the town from time to time.
A list of the books and forms furnished, together with a brief description of their use and certain general in- structions relative to the keeping of the accounts, follows:
Journal for accounting officer
Cash book for accounting officer
Ledger for accounting officer
Classification book for accounting officer
Cash book for treasurer
Schedule of department bills payable
Treasury warrants
Schedule of collector's payments to treasurer
Schedule of departmental payments to treasurer
Schedule of treasurer's receipts
Schedule of tax abatements allowed
Voucher folder
General department pay-rolls
School department pay-rolls Monthly statements.
106
All of these books and forms are arranged so as to simplify the reporting and make possible a proper check on the accounting of public moneys; also to insure a classification of both receipts and payments. All moneys received from every source and paid to the treasurer are also reported to the accounting officer, in whose book will be recorded all cash transactions in detail, which will fur- nish an absolute check on the total.
Journal .- This is a bound book of the ordinary two- column stock type. It forms, together with the cash book, the medium from which all entries in the general ledger are posted, as it is of vital importance that no entry shall be originated in the general ledger.
The journal is used for keeping a record of the debiting and crediting of items in the ledger, such as opening entries, budget appropriation entries, the entering of tax commitments, the abatements of taxes, accounts receiv- able, and all entries which are not strictly cash book transactions.
It is important that all journal entries state clearly the ledger accounts which are to be debited and credited; also that a full explanation of the entry be made, in order that the transactions may be fully understood by anyone exam- ining the accounts.
Cash Book (for Accounting Officer) .- This is a bound book similar to those used in ordinary commercial ac- counting ; in this book should be entered all transactions involving the receipt or the disbursement of cash, in order that the total transactions for a given period may be shown at a glance.
All moneys received from every source will be reported to the accounting officer; therefore, in the latter's cash book will be recorded cash transactions which are similar to those of the treasurer, except in detail, and which will furnish an absolute check on the total.
Ledger .- This is of the loose-leaf type; when the sev- eral sheets are properly arranged and placed in the binder
107
provided for the purpose, they form the general ledger, in which are recorded, in controlling accounts, all of the financial transactions of the town.
The accounts in the general ledger are separated and grouped in sections, as follows :
First, Assets and liabilities
Second, Revenue accounts
Third, Appropriation accounts
Fourth, Funded or Fixed debt Fifth, Trust funds
From the ledger, information relative to the condition of the several appropriations may be obtained readily and the administrative officers may keep constantly informed of the amounts expended; also of the amounts available for the balance of the year. This information is very necessary in view of the statute which expressly forbids the incurring of liabilities in excess of the appropriations made for the use of the several departments; unless the work is well planned, it will be found that the appropria- tions will be exhausted before the end of the year, with much needed work still to be done.
Classification Book .- This book consists of loose-leaf forms with printed headings covering the chief sources from which revenue is received and objects for which money is expended, with blank spaces which allow for additional headings to cover important items that may seem desirable. These sheets are arranged in functional order and placed in a binder provided for the purpose, thus forming the principal source of detailed information regarding the receipts and disbursements of the town. They are arranged in a classified form that is generally accepted and adopted by accountants and students of municipal affairs. Provision is made for the recording of the date of the receipt, from whom received, and the source.
On the payment side will be shown the date of the bill, to whom paid, and the purpose or object of payment.
108
From this book definite information can readily be obtained of every cash transaction of the town; but its chief object is to furnish classification in a scientific man- ner, regardless of the method of making appropriations.
This book is also designed to bring the costs of each particular function or service together, so that by know- ing the costs and intelligently comparing them with the service given, the taxpayer may judge of the efficiency or inefficiency of the administrative officers.
Cash Book (for Treasurer) .- This is a bound book especially designed for the recording of all of the cash receipts and disbursements of the treasury department in one bock.
Schedule of Bills Payable .- On these sheets each de- partment should list all bills approved for payment, and should forward them, accompanied by the original bills, to the accounting officer. From these the treasury war- rants are prepared.
Treasury Warrants .- These are for listing the bills of the several departments. Warrants are submitted to the selectmen, together with the bills, for their approval, the bills first having been checked by the accounting officer and compared with the several appropriation accounts to which they are chargeable. The selectmen having signed the warrant, it is passed to the treasurer as his authority for payment.
Under the statute, the selectmen are required to ap- prove all bills before they are paid by the treasurer ; by using the treasury warrant, they can give greater atten- tion to the bills and appropriation accounts without con- suming additional time.
Schedule of Collector's Payments to Treasurer .- These are cspecially designed forms for the reporting to the accounting officer of payments made to the treasurer by the collector. From these reports the accounting officer is enabled to classify properly the collector's receipts and verify the receipts reported by the treasurer.
109
Schedule of Departmental Payments to Treasurer .-- This form is for the use of departments, except those for which special forms are prepared, for reporting payments to the treasurer.
Schedule of Treasurer's Receipts .- The treasurer will use these forms in reporting the cash receipts to the ac- counting officer. They form the basis of the debit entries in the accounting officer's cash book, and together with the schedules of payments to the treasurer, serve as an automatic check on the cash account, furnishing the ac- counting officer with the necessary information for keep- ing his accounts up to date at all times and also enabling statements to be drawn off showing actual cash transac- tions. By the use of printed forms for the reporting of all items involving cash, but little time is required for report- ing the same.
Schedule of Tax Abatements Allowed .- This form is for the use of the assessors in reporting abatements to the accounting officer so that he may credit the collector with these items in addition to his cash payments to the treasurer. On the accounting officer's book, the collector is charged with the commitment and credited with collec- tions paid the treasurer; if to the collections are added abatements allowed, the accounting officer's ledger will show, in his collector's account, the exact amount of out- standing taxes.
Voucher Folder .- This form is for the use of the town accounting officer and is designed for the purpose of securing uniformity in the filing of bills.
General Department Pay-rolls .- These are to be used. by all departments, except the school department, in mak- ing up their weekly or monthly pay-rolls, and are de- signed for the purpose of securing uniformity in the pay- rolls of all departments.
School Department Pay-rolls .- These are especially de- signed for the use of the school department, provision being made for showing the gross amount of salary due
IIO
each teacher or employee, the amount of deduction on account of the retirement fund, the net amount received by each person and the total amount to be sent to the treasurer of the retirement fund.
Monthly Statements .- These forms are used by the town accounting officer in notifying each department of the warrants drawn against its appropriation and the balance subject to draft.
Revenue .- Upon receipt of notice from the town clerk of appropriations voted by the town to be raised by taxa- tion, a journal entry should be made debiting revenue and crediting the proper appropriation accounts. When the tax warrant is delivered to the collector, this account should be credited and taxes debited.
At the close of the year, a journal entry should be made debiting all unexpended appropriation accounts (the ob- ject for which the appropriation was made having been completed) and crediting revenue. The estimated receipts account should also be closed out into the revenue account at the close of the year, and the revenue account closed into the excess and deficiency account.
Estimated Receipts .- The amount of estimated receipts deducted by the assessors in determining the amount to be raised by taxation should be debited to the estimated receipts account and the revenue account credited; as cash is received estimated receipts should be credited and cash debited.
Taxes .- Upon the delivery of the assessors' warrant for the collection of taxes, a journal entry should be made debiting taxes with the total amount of the commitment and crediting revenue, state tax, county tax, state high- way tax and overlay with several amounts appearing in the warrant.
As money is paid into the town treasury, cash should be debited and the tax account credited. When abate- ments are granted by the assessors, a journal entry should be made crediting taxes and debiting overlay.
III
Commonwealth of Massachusetts, State Aid .- This ac- count represents the amount due from the Commonwealth for State Aid disbursed during the previous year. Upon receipt of money from the State, cash should be debited and State Aid credited. At the close of the year, a journal entry should be made debiting State Aid due from the Commonwealth and crediting the Departmental Revenue with the amount of State Aid disbursed during the year.
Poor Department Accounts Receivable .- When bills are sent to the State, cities and towns, or individuals, for aid rendered paupers not having a settlement in the town, a journal entry should be made debiting the poor depart- ment accounts receivable and crediting departmental revenue with the amount of the charge; as cash is re- ceived, the accounts receivable account should be credited and cash debited.
The same procedure should be followed in the case of accounts receivable of all departments rendering bills for amounts due the town.
Overlay .- Whenever abatements are granted by the assessors, a journal entry should be made debiting over- lay and crediting taxes for the amount of the abatements. Any balance in the overlay account in excess of the amount of the warrant remaining to be collected or abated should, by journal entry, be transferred to the overlay reserve fund.
Overlay Reserve Fund (Overlay Surplus) .- This ac- count represents the surplus or difference between the overlay and the abatements granted by the assessors, and should be reserved for extraordinary or unforeseen ex- penses, as required by Section 25, Chapter 59, of the Gen- eral Laws.
Revenue Loans .- Whenever loans are issued in antici- pation of revenue, the cash account should be debited and the revenue loan account credited; when the loan is paid, a warrant should be drawn, revenue loan account debited, and cash credited.
112
Departmental Revenue (Not Available Until Collected) -This account represents revenue of the several depart- ments on account of charges for services rendered or materials furnished. At the end of each month the amount of cash received on account of departmental charges should be credited by journal entry to the esti- mated receipts account and departmental revenue should be debited.
Net Bonded Debt .- When debt is incurred by the issue of bonds or notes (for other than temporary revenue loans), a journal entry should be made debiting net bonded debt and crediting the specific loan account. When the bonds are paid, the specific loan account should be debited and net bonded debt credited.
Trust Funds .- When money is received the income of which is to be used for some specific purpose, cash should be debited and the special fund account credited. A war- rant should be drawn authorizing the treasurer to deposit the amount in the savings bank, cash should be credited, and trust funds (cash and securities), debited.
As income is withdrawn from the bank, cash should be debited and the specific purpose for which the fund was created (such as library, cemetery, etc.) credited. At the end of the year, the income in excess of the withdrawals should be entered on the books by debiting trust funds (cash and securities) and crediting the specific fund account.
For the courtesy extended by the various town officials during the process of the audit and installation of the system, I wish, on behalf of my assistants and for myself, to express appreciation.
Respectfully submitted,
EDWARD H. FENTON, Chief Examiner.
.
11 3
RECONCILIATION OF TREASURER'S CASH Balance July 20, 1926, per pre-
vious audit $1,949.70 Receipts July 21 to December 31, 1926 647,765.18
$649,714.88
Payments July 21 to December 31,
1926 $617,280.70
Balance December 31, 1926.
32,434.18
-
$649,714.8&
Balance January 1, 1927.
$32,434.18
Receipts January 1 to March 31, 1927 97,752.80
-$130,186.98
Payments January 1 to March 31,
1927 $126,973.40
Balance March 31, 1927. 3,213.58
-$130,186.98
Balance March 31, 1927, per cash
book
$3,213.58
Outstanding
checks March 31,
1927, per list.
32,326.45
$35,540.03
Balance Milford National Bank
March 31, 1927, per statement. $35,540.03
RECONCILIATION OF TAX COLLECTOR'S CASH
Due treasury May 16, 1927, per cash books :
Taxes, 1924. .
$134.75
Interest, taxes 1924. .
30.00
$164.75
Taxes, 1925.
$2,989.97
Interest, taxes 1925. .
276.82
3,266.79
1 14
Taxes, 1926. $5,108.99
Interest, taxes 1926. . 132.87
5,241.86
Unapportioned sewer assess- ment, 1927 971.49
Apportioned sewer assessment, 1927 125.52
Street
sprinkling
assessment,
1920 5.18
Street sprinkling assessment, 1925 26.81
$9,802.40
Balance May 16, 1927, per statements :
Home National Bank, Milford. $5,022.10
Home National Bank, Milford (Special) 10.90
Milford National Bank.
23.07
Checks and cash on hand May 16, 1927, per count - 3,880.54
Cash variation May
16,
1927
(verified May 27, 1927 per count) 865.79
$9,802.40
TAXES -1916 Due treasury September 30, 1926, per previous audit. $10.37
Outstanding September 30, 1926, per previous audit. 568.65
$579.02
Payments to treasurer October 1 to December 31, 1926. $10.36
Abatements, October 1 to Decem- ber 31, 1926. 565.00
Outstanding December 31, 1926. . 3.66
$579.02
115
Outstanding January 1, 1927 $3.66
Payments to treasurer January 1, to March 31, 1927 $3.66
TAXES -1917
Due treasury September 30, 1926,
per previous audit. $24.73
Outstanding September 30, 1926, per previous audit. 2,249.15
$2,273.88
Payments to treasurer October 1 to December 31, 1926. $24.73
Abatements, October 1 to Decem- ber 31, 1926.
2,232.79
Outstanding December 31, 1926.
16.36
$2,273.88
Outstanding January 1, 1927. $16.36
Payments to treasurer January 1 to March 31, 1927 $16.36
TAXES - 1918
Due treasury September 30, 1926,
per previous audit. $47.08
Outstanding September 30, 1926, per previous audit. 1,871.30
$1,918.38
Payments to treasurer October 1 to December 31, 1926. . $47.08
Abatements, October 1 to Decem- ber 31, 1926. 1,839.63
Outstanding December 31, 1926. . 31.67
$1,918.38
Outstanding January 1, 1927 $31.67
116
Payments to treasurer January 1 to March 31, 1927 $31.67
TAXES - 1919
Due treasury September 30, 1926,
per previous audit. $48.79
Outstanding September 30, 1926, per previous audit. 229.40
$278.19.
Payments to treasurer October 1
to December 31, 1926. $48.79
Abatements, October 1 to Decem- ber 31, 1926. . 229.13
Outstanding December 31, 1926. .
.27
$278.19.
Outstanding January 1, 1927. $ .27
Payments to treasurer January 1 to March 31, 1927 $ .27
TAXES - 1920
Due treasury September 30, 1926,
per previous audit. $20.62
Outstanding September 30, 1926,
per previous audit. 684:93
$705.55.
Payments to treasurer October 1 to December 31, 1926. $20.62
Abatements, October 1 to Decem- ber 31, 1926. 682.86
Outstanding December 31, 1926. . 2.07
$705.55
Outstanding January 1, 1927 $2.07 Payments to treasurer January 1 to March . 31, 1927 $2.07
117
TAXES - 1921
Due treasury September 30, 1926,
per previous audit. $4,234.32
Outstanding September 30, 1926, per previous audit. 1,305.83
$5,540.15
Payments to treasurer October 1 to December 31, 1926. $4,234.32
Abatements, October 1 to Decem- ber 31, 1926. .
1,072.62
Outstanding December 31, 1926. .
233.21
$5,540.15
Outstanding January 1, 1927. $233.21
Payments to treasurer January 1 to March 31, 1927 $233.21
TAXES -1922
Due treasury September 30, 1926,
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