USA > Massachusetts > Essex County > Saugus > Town annual report of the officers and committees of the town of Scituate 1922-1924 > Part 10
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12
Selectmen's Report
departments. Citizens may also be furnished with the facts relative to the cost of the several functions and activities of the Town government.
The several books and forms provided contemplate the systematic classification of accounts by means of grouping all items of receipts and all items of expenditure of a similar nature under what is termed a functional classification; that is, grouping those items that are related, thus allowing the public to see at a glance what each particular service is costing.
The treasury warrant (upon which all payments are made) will be prepared by the Town Bookkeeper. 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 accounts in a businesslike manner, and with the accounts kept up to date, as I believe they will be, the several Town officials will have available at all times information which will aid them in planning 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 provided for the Town, together with a brief description of their use and certain general instructions 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 Debt record book for accounting officer Cash book for treasurer
Check register for treasurer Schedule of departmental bills payable Treasury warrants Schedule of collector's payments to treasurer
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Selectmen's Report
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
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 classifica- tion of both receipts and payments. All moneys received from every source and paid to the Treasurer are also reported to the Accountant, in whose book will be recorded all cash transactions in detail, which will furnish 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 origi- nated 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 commit- ments, the abatement of taxes, accounts receivable, 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 any one examin- ing the accounts.
Cash Book (for Accounting Officer) .- This is a bound book similar to those used in ordinary commercial accounting. In this book should be recorded 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 entries made on the debit side of the cash book should clearly state the source from which the money was received
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Selectmen's Report
and the department or account to which the same should be posted in the ledger; and all entries on the credit side should show to whom the money was paid and the appropri- ation or account against which the amount should be posted in the ledger.
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 several sheets are properly arranged and placed in the binder provided for the purpose, they form the general ledger, in which is recorded, in controlling accounts, all of the financial trans- actions 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 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 appropriations 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
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Selectmen's Report
expended, with blank spaces which allow for additional head- ings 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 disburse- ments 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.
From this book definite information can readily be ob- tained of every cash transaction of the Town; but its chief object is to furnish classification in a scientific manner, 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 knowing the costs and intelligently comparing these with the service given, the taxpayer may judge of the efficiency or inefficiency of the administrative officers.
Debt Record Book .- This is a bound book especially designed to show the amount of debt under each authorization at any time from the issuing of the bonds or notes to the maturity of the loan; also the interest due during the period the loan has to run.
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 book.
Check Register .- This book consists of loose-leaf forms which, placed in the binder provided for the purpose, form the book in which all of the transactions with the banks are recorded. It will show at a glance the condition of the accounts in any of the depositories of the Town.
Schedule of Bills Payable .- On these sheets each depart- ment should list all bills approved for payment, and should forward the same, accompanied by the original bills to the
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Selectmen's Report
Accounting Officer. From these the treasury warrants 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 Accountant and com- pared 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 approve all bills before they are paid by the Treasurer; by using the treasury warrant they can give greater attention to the bills and appropriation accounts without consuming any additional time.
Schedule of Collector's Payments to Treasurer .- These are especially designed forms for the reporting to the Account- ing 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 re- ported by the Treasurer.
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 Account- ing Officer. They form the basis of the debit entries in the Accounting Officer's cash book, and together with the schedule of payments to the Treasurer, serve as an automatic check on the cash account, furnishing the Accounting Officer with the necessary information for keeping his accounts up to date at all times and also enabling statements to be drawn off showing actual cash transactions. By the use of printed forms for the reporting of all items involving cash, but little time is required for reporting 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
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Selectmen's Report
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 collections paid the Treasurer; if to the collections are added the abatements allowed, the Accounting Officer's ledger will show, in his Col- lector's account, the exact amount of outstanding 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 making up their weekly or monthly pay rolls, and are designed for the purpose of securing uniformity in the pay rolls of all depart- ments.
School Department Pay Rolls .- These are especially designed for the use of the School Department, provision being made for showing the gross amount of salary due 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 retire- ment 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 taxation, 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 object for which the appropriation was made having been completed) and crediting revenue. The estimated receipt 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.
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Selectmen's Report
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 receipt 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 highway tax and overlay with the several amounts appearing in the warrant.
As money is paid into the Town treasury, cash should be debited and the tax account credited. When abatements are granted by the Assessors, a journal entry should be made crediting taxes and debiting overlay.
Commonwealth of Massachusetts, State Aid .- This account 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 Common- wealth 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, towns, or individuals for aid ren- dered paupers not having a settlement in the Town, a journal entry should be made debiting the Poor Department accounts receivable and crediting departmental revenue with the amount of the charge; as cash is received, 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 overlay 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.
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Selectmen's Report
Overlay Reserve Fund (Overlay Surplus) .- This account represents the surplus or difference between the overlay and the abatements granted by the Assessors, and should be reserved for extraordinary or unforeseen expenses, as required by Section 25, Chapter 59 of the General 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 war- rant should be drawn, the revenue loan account debited, and cash credited.
Departmental Revenue (Not Available Until Collected). - This account represents revenue of the several departments on account of charges for services rendered or materials fur- nished. At the end of each month the amount of cash received on account of departmental charges should be credited by journal entry to the estimated receipts account and depart- mental 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 warrant 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.
To those officials who cooperated during the process of making this audit, I wish, on behalf of my assistants and for myself, to express my appreciation.
EDWARD H. FENTON, Chief Examiner.
20
Treasurer's Accounts
RECONCILIATION OF TREASURER'S ACCOUNTS
Cash on hand January 1, 1922, per cash book. $3,310 30
Error in 1919 accounts - dupli- cate charge 150 00
Receipts 1922 451,651 04
$455,111 34
Payments 1922 $416,404 19
Balance December 31, 1922. 38,707 15
$455,111 34
Balance January 1, 1923. $38,707 15
Receipts to June 30, 1923. 211,414 31
$250,121 46
Payments to June 30, 1923
$211,351 05
Balance June 30, 1923. 38,770 41
$250,121 46
ROCKLAND TRUST COMPANY
Balance per bank statement June
30, 1923
$54,183 58
Checks returned by bank - to be adjusted 188 88
Cash discrepancy
726 90
$55,099 36
Outstanding checks June 30, 1923 $16,328 95 Balance June 30, 1923 38,770 41
$55,099 36
21
Treasurer's Accounts
TAXES - 1919
Recommitted to H. G. Doherty. .
$281 43
Payments to Treasurer, 1922. $231 07
Abatements 50 36
$281 43
TAXES - 1920
Recommitted to H. G. Doherty ..
$12,439 27
Payments to Treasurer, 1922. $10,797 63
Abatements
51 06
Warrant in excess of detailed list. 78 18
Outstanding December 31, 1922 . 1,512 40
$12,439 27
Outstanding January 1, 1923. ...
$1,512 40
Recommitted to H. W. Cole, per list
$1,180 45
Checks on hand
276 00
Cash discrepancy
55 95
$1,512 40
TAXES -1921
Recommitted to H. G. Doherty. . $39,037 06
Overpayment 19 83
$39,056 89
Payments to Treasurer, 1922. $27,299 44
Abatements
319 68
Warrant in excess of detailed list. 33 58
Outstanding December 31, 1922 ..
11,404 19
$39,056 89
$11,404 19
Outstanding January 1, 1923. . . . Payments to Treasurer, 1923. . $443 48
Recommitted to H. W. Cole. 9,994 88
Checks on hand. 670 35
Cash discrepancy 295 48
$11,404 19
22
Treasurer's Accounts
POLLS- 1922
Commitment
$4,440 00 Payments to Treasurer, 1922 $3,909 00
Abatements 531 00
$4,440 00
REAL, PERSONAL AND MOTH - 1922
Commitment
$234,471 57
Detailed list in excess of warrant
07
Overpayment
02
December taxes 478 48
$234,950 14
Payments to Treasurer, 1922. .
$154,631 63
Abatements 1922
1,212 65
Outstanding December 31, 1922 .. 79,105 86
$234,950 14
Outstanding January 1, 1923.
$79,105 86
Payments to Treasurer, 1923
$17,725 97
Recommitted to H. W. Cole.
54,779 56
Checks on hand
2,749 07
Balance Rockland Trust Co.
2,680 44
Cash discrepancy
1,170 82
$79,105 86
INTEREST
Collections :
Levy of 1919
$46 68
Levy of 1920
1,657 97
Levy of 1921
2,004 77
Levy of 1922.
617 55
Collected but not entered.
3 92
Interest on deposits :
1922
16 85
1923
13 15
$4,360 89
23
Tax Accounts
Payments to Treasurer, 1922 :
Levy of 1919.
$46 68
Levy of 1920
1,609 75
Levy of 1921.
1,820 36
Levy of 1922.
134 58
Interest on deposits
16 85
$3,628 22
Payments to Treasurer, 1923:
Levy of 1921
$3 91
Levy of 1922
329.45
$333 36
Interest on deposits 1923,
Rockland Trust Company.
13 15
Checks on hand.
145 97
Cash discrepancy
240 19
$4,360 89
RECONCILIATION OF TAX ACCOUNTS 1919-1922
H. GRANT DOHERTY - COLLECTOR
Levy of 1919: Recommitment $281 43
Levy of 1920:
Recommitment
$12,361 09
Overabatement
1 39
$12,362 48
Levy of 1921 :
Recommitment
$39,003 48
Overpayments
19 83
$39,023 31
24
Tax Accounts
Levy of 1922 : Polls :
Commitment
$4,440 00
Duplicate abatement
5 00
$4,445 00
Real, Personal and Moth:
Commitment
$234,471 57
Detailed list in excess of
warrant
07
Overpayment
02
December taxes
478 48
$234,950 14
Interest on taxes - collected :
Levy of 1919
$46 68
Levy of 1920
1,657 97
Levy of 1921
2,004 77
Levy of 1922
617 55
$4,326 97
Interest on bank deposits :
1922
$16 85
1923
13 15
$30 00
Items appearing as outstanding on May 21, 1923, which had been paid according to proof fur- nished
Taxes $2,620 48
Interest 3 92
$2,624 40
$298,043 73
25
Tax Accounts
Payments to Treasurer:
1922
$200,496 99
1923
18,502 81
$218,999 80
Abatements granted :
Levy of 1919.
$50 36
Levy of 1920.
52 45
Levy of 1921.
319 68
Levy of 1922
1,748 65
$2,171 14
Outstanding May 21, 1923, per list:
Levy of 1920
$1,180 45
Levy of 1921.
9,994 88
Levy of 1922.
57,400 04
$68,575 37
Balance at Rockland Trust Co ... Checks on hand.
$2,693 59
3,841 39
Cash discrepancy:
Levy of 1920.
$55 95
Levy of 1921.
295 48
Levy of 1922
1,170 82
Interest
240 19
$1,762 44
$298,043 73
26
Town Clerk - Payments
SEALER OF WEIGHTS AND MEASURES- 1922 E. C. DAMON
Fees collected 1922 . $43 84
Fees collected to March 5, 1923. . 2 21
$46 05
Payments to Treasurer, 1922 . .. $45 10
Cash on hand 95
$46 05
SEALER OF WEIGHTS AND MEASURES- 1923
E. H. LANE
Fees collected to July 1, 1923. . . $40 76
Cash on hand July 1, 1923. $40 76
TOWN CLERK
Dog licenses issued to July 9, 1923:
97 males @ $2.
$194 00
46 females @ $5
230 00
1 kennel @ $50 50 00
$474 00
Payments to County Treasurer:
18 females @ $5 $90 00
60 males @ $2.
120 00
1 kennel @ $50.
50 00
$260 00
Clerk's fees, 79 @ 20c.
15 80
Cash on hand July 9, 1923 198 20
$474 00
27
Trust Funds
ELIZA JENKINS FUND
Savings Bank Total
Deposits
On hand at beginning of year .
$3,020 80 $3.020 80
On hand at end of year. $3,020 80 $3,020 80
Receipts
Payments
Income
$139 42
To beneficiaries .. $139 42
Total
$139 42
Total $139 42
LUCY THOMAS FUND
Savings Bank
Total
Deposits
On hand at beginning of year ...
$1,000 00 $1,000 00
On hand at end of year $1,000 00 $1,000 00
Receipts
Payments
Income
$47 50
To beneficiaries. .
$47 50
Total $47 50
Total
$47 50
SARAH J. WHEELER FUND
Savings Bank Total
Deposits
$988 22 $988 22
On hand at beginning of year . . On hand at end of year $988 22 $988 22
Receipts
Income
$45 68
Total $45 68
Payments
To beneficiaries. .
$45 68
Total
$45 68
28
Trust Funds
HANNAH DEAN MILLER FUND
Savings Bank Total
Deposits
On hand at beginning of year .
$1,952 63 $1,952 63
On hand at end of year.
$1,952 63 $1,952 63
Receipts
Payments
Income $87 84
To beneficiaries . .
$87 84
Total
$87 84
Total
$87 84
CORNELIA M. ALLEN FUND
Savings Bank Total
Deposits
On hand at beginning of year
$5,368 88 $5,368 88
On hand at end of year $5,476 14 $5,476 14
Receipts
Income
$251 98
Payments To beneficiaries. . $144 72 Deposited in sav- ings banks 107 26
Total $251 98
Total $251 98
CLARA T. BATES FUND
Savings Bank Total
Deposits
On hand at beginning of year ...
$431 86
$431 86
On hand at the end of year. $452 16 $452 16
Receipts
Income
$20 30
Total $20 30
Payments Deposited in sav- ings bank $20 30
Total
$20 30
29
Trust Funds
GEORGE O. ALLEN FUND
Savings Bank Deposits
Total
On hand at beginning of year . .
$543 54 $543 54
On hand at end of year . $524 71 $524 71
Receipts
Payments
Income
$24 71
To beneficiaries. . $43 54
Withdrawn from
bank
18 83
Total
$43 54
Total
$43 54
TORREY PARK FUND
Savings Bank Total
Deposits
On hand at beginning of year.
$324 56 $324 56
On hand at end of year. $340 13 $340 13
Receipts
Payments
Income 15 57
Deposited in sav- ings bank $15 57
Total
$15 57
Total $15 57
30
Balance Sheet - December 31, 1922
BALANCE SHEET - DECEMBER 31, 1922
GENERAL ACCOUNTS
Assets
Cash:
In bank
$38,707 15
Accounts Receivable :
Taxes :
Levy of 1920
$1,512 40
Levy of 1921
11,404 19
Levy of 1922
79,105 86
$92,022 45
From State:
State Aid
$1,192 00
Mothers' Aid
326 75
Health - Tuberculosis Hos-
pital
1,417 59
$2,936 34
Departmental:
Police
$88 65
Shore Protection
213 60
Front Street Drain
18 63
Highway
204 45
$525 33
Overlay Deficit 1922.
$143 70
$134,334 97
Liabilities
Temporary Loans :
In Anticipation of Revenue. . .
$60,000 00
Premium on Shore Protection Loan 195 58
31
Balance Sheet - December 31, 1922
Unexpended Balances :
Town Plan
$661 63
Booth Hill Road. 523 06
Park Commission
163 25
Allen Park
250 00
Repairs on Old Light
191 38
Loan Account:
Shore Protection
31,893 44
$33,682 76
Reserve Fund (Overlay Surplus)
$2,130 65
Overlays - Reserved for Abatements:
Levy of 1920
$1,180 45
Levy of 1921. 4,937 86
$6,118 31
Departmental Revenue
$3,461 67
Excess and Deficiency . 28,746 00
$134,334 97
DEBT ACCOUNTS
Assets
Net Funded or Fixed Debt.
$92,200 00
$92,200 00
Liabilities
Municipal Purposes Loan $5,000 00
Shore Protection Loan 37,500 00
Tuberculosis Hospital Loan. 14,000 00
Highway Loan -Hatherly Road. 5,000 00
High School Loan. 26,500 00
Public Landing Loan 4,200 00
$92,200 00
32
Balance Sheet - December 31. 1923
TRUST ACCOUNTS
Assets
Trust Fund Cash and Securities . . $13,754 79
$13,754 79
Liabilities
Eliza Jenkins Fund.
$3,020 80
Lucy Thomas Fund.
1,000 00
Sarah J. Wheeler Fund
988 22
Hannah Dean Miller Fund.
1,952 63
Cornelia M. Allen Fund
5,476 14
Clara T. Bates Fund
452 16
George O. Allen Fund
524 71
Torrey Park Fund
340 13
$13,754 79
$13,754 79
33
Balance Sheet -July 1, 1923
BALANCE SHEET - JULY 1, 1923
GENERAL ACCOUNTS
Assets
Cash:
In bank and office .
$38,770 41
H. Grant Doherty - Cash Dis- crepancy
1,762 44
Accounts Receivable :
Taxes :
Levy of 1920.
$1,180 45
Levy of 1921
7,822 51
Levy of 1922
40,573 30
$49,576 26
Departmental:
Mothers' Aid
$98 67
State Aid
1,192 00
Health
1,307 59
Police
88 65
Shore Protection
213 60
Front Street Drain
18 63
Highways
204 45
$3,123 59
Accounts Overdrawn:
Booth Hill Road.
$295 11
Unclassified
200 29
Overlay 1922
50 70
Revenue 1923
$546 10 $245,583 89
$339,362 69
Liabilities
Temporary Loans :
In anticipation of Revenue .... $100,000 00
34
Balance Sheet - July 1, 1923
Premium on Loans:
Shore Protection
$195 58
Street Pavement
75 00
$270 58
Reserve Fund - Overlay Surplus
$2,130 65
Overlay - Reserved for Abatements:
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