USA > Massachusetts > Plymouth County > West Bridgewater > Town annual reports of the selectmen, overseers of the poor, town clerk, and school committee of West Bridgewater for the year ending 1915-1919 > Part 22
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The audit was made for the period from January 1,
59
1913 to August 31, 1918.
The records of appropriations made were checked to the assessor's records and to the town reports, and the expenditures on account of the several appropriations were compared for the five-year period. As explained, many accounts had been dropped without a proper clos- ing. No permanent record had been kept of departmental receipts, or departmental accounts receivable. I checked the accounts found, and reconciled them with the treas- urer's account.
Numerous clerical errors were discovered in the report- ing, but in view of the fact that appropriation balances and overdrafts were dropped at the end of the year, the cash was not affected.
The classification book kept by the selectmen was checked, and reported expenditures were reconciled with the treasurer's accounts.
From March 1917, payments on account of the general accounts of the town had been made on treasury war- rants. These warrants were made out in duplicate, ap- proved by the selectmen and by the town auditors, after which they were passed to the treasurer for payment. The warrants when paid were receipted by the individual when payment was received in cash, but if a check was sent the check number was inserted.
Departmental pay-rolls were examined and checked to the warrants.
The treasurer is also collector of taxes and collector of water rates.
The treasurer's cash books were added for the period covered by the audit, and the receipts were analyzed and checked to their sources. Payments were checked to the selectmen's orders as issued, or to the treasury warrants.
The cash balance was proved and bank balances were reconciled.
The tax commitments of the years 1913 to 1917, inclu-
60
sive, were added and compared with the assessors' war- rants. The collector's cash book was added and proved ; the abatements were checked with the assessors' orders and outseanding tax accounts were listed. Verification notices were sent to a number of persons whose names ap- peared on the books as owing money to the town, and as no replies were received claiming to have paid, I am sat- isfied the accounts are correct.
The commitment and cash books have been accurately kept, but few minor errors being found, The accuracy of the work on the books reflects credit for the official in charge.
The water accounts had been kept independent of the general accounts of the town. Orders were drawn direct on the treasurer, were paid by him, and recorded on special books kept for this department.
The orders were checked with the treasurer's pay- ments. The commitments of charges for the use of water, service charges, etc., were added, collections were checked to the treasurer's books and outstanding ac- counts were listed and proved.
The cash has been kept separate from general funds of the town. Certain of the surplus had been placed on deposit and held for the payment of debt and for perma- nent construction work. The cash on hand and in the funds was checked and proved.
The wisdom of keeping water revenue for water de- partment purposes, or for meeting annually recurring charges, even though adding but slightly to the value of the plant, cannot be questioned; but this can be done without the necessity of operating apart from the general accounts, as has been the custom. Following recom- mendations made, the warrant will be substituted for the orders, and all accounts will be reflected on the account- ant's books.
The library accounts were checked, and cash and
61
investments of the funds were examined and checked.
The savings bank books have been transferred to the town treasurer, but the investments are under the direc- tion of the trustees.
The bank books of the cemetery perpetual care funds were examined and verified.
Appended to this report are summary statements of the general and water accounts for the period from January 1, 1913 to August 31, 1918, a reconciliation of the treas- urer's cash August 31, 1918, a reconciliation of the tax accounts, and a balance sheet as of October 31, 1018.
The new system of accounts was opened on the books as of January 1, 1918, and all accounts were posted to October 31, 1918.
The system provides for a reporting by every depart- ment on especially designed forms to the town account- ant. In this way his books will reflect at all times the true financial condition of the town. The system further pro- vides automatic checks which will furnish the adminis- trative officers with information that should prove helpful in carrying on the work of the respective departments.
The primary object of a system of accounts is to insure a more efficient expenditure of public money. This can be done by keeping each department official constantly. advised as to the condition of the appropriations under his control.
The statutes specifically provide that the several de- partments shall not incur liabilitites in excess of the sum appropriated for their use, with certain specific excep- tions ; it is necessary therefore, to plan the work carefully in order that the greatest amount of service may be ob- tained with the means at hand.
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 ac- counts follows :
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Journal for accountant.
Cash book for accountant. Ledger for accountant .. Cash book for treasurer.
Schedule of departmental bills payable.
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.
All these books and forms are arranged so as to sim- plify the reporting and make possible a proper check on the accounting of public moneys; also to insure a classifi- cation of both receipts and payments. All moneys re- ceived 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 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 en- tries, budget appropriation entries, the entering of tax commitments, the abatement 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 transaction may be fully understood by anyone examining the accounts .
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Cash Book (For Accountant) .- 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 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 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 appropriation or account against which the amount should be posted in the ledger.
All moneys received from every source will be reported to the accountant; 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 provided for the purpose, they form the general ledger, in which is 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 readily be obtained 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 neces- sary in view of the statute which expressly forbids the incurring of liabilities in excess of the appropriations
1
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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.
Cash Book (For Treasurer) .- This is a bound book especially designed for the recording of all the cash re- ceipts and disbursements of the treasury department in one book.
Schedule of Bills Payable .- On these sheets each de- partment should list all bills approved for payment, and should forward the same, accompanied by the original bills to the accountant. From these the treasury war- rants are prepared.
Schedule of Collector's Payments to Treasurer .- These are especially designed forms for the reporting to the accountant of payments made to the treasurer by the col- lector. From these reports the accountant is enabled to classify properly the collector's receipts and verify the receipts reported 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 pay- ments to the treasurer.
Schedule of Treasurer's Receipts .- The treasurer will use these forms in reporting the cash receipts to the ac- countant. They form the basis of the debit entries in the accountant's cash book, and, together with the schedules of payments to the treasurer, serve as an automatic check on the cash account, furnishing the accountant with the necessary information for keeping his accounts 'up to date at all times, 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
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the accountant, so that he may credit the collector with these items in addition to his cash payments to the treas- urer. On the accountant's book the collector is charged with the commitment and credited with collections paid the treasurer; if to the collections are added abatements allowed, the accountant'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 accountant 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 de- signed for the purpose of securing uniformity in the pay- rolls of all departments.
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 retirement fund.
Revenue .- Upon receipt of notice from the town clerk of appropriations voted by the town, to be raised by tax- ation, 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, 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 re- ceipt 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
66
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 high- way 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 abate- ments are granted by the assessors, a journal entry should be made crediting taxes and debiting overlay.
Commonwealth of Massachusetts, State Aid .- This ac- count represents the amount due from the Common- wealth 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 State Aid account appearing in the appropriation section of the ledger 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 West Bridgewater, a journal entry should be made debiting the the poor department accounts receivable and crediting departmental revenue with the amount of the charge; as cash is received, the amounts 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.
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Water Rates .- Upon receipt of notice from the water registrar of the amount of the commitment of water rates, a journal entry should be made debiting water rates and crediting water revenue with the amount of the commit- ment; as money is paid into the town treasury, water rates should be credited and cash debited.
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 Chapter 649, Acts of 1913, as amended by Chapter 823, Acts of 1913.
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.
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 proper appropriation account and departmental revenue should be debited.
Water Revenue (Not available until collected) .- This account represents revenue of the water department on account of charges for water rates, etc. At the end of the month the water revenue account should be debited with
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the amount of cash received during the month on account of water rates, etc., and the water department appropria- tion account credited.
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 anthorizing 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 with- drawals should be entered on the books by debiting trust funds (cash and securities), and crediting the specific fund account.
While engaged in making the audit and in installing the system of accounts, I received hearty co-operation from every department official. To those who gave much valuable time, and greatly assisted me in this work, I wish, on behalf of my assistant and for myself, to express appreciation.
Respectfully submitted,
EDW. H. FENTON, Chief Examiner.
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SUMMARY OF TREASURER'S RECEIPTS AND PAYMENTS
General Account-1913 to 1918
Cash balance Jan. 1, 1913, $4,440.61
Receipts for the year :
1913,
$61,843.31
1914,
58,239.13
1915,
72,646.30
1916,
86,379.18
1917, 100,653.55
1918 to Aug. 31, 37,927.43
417,688.90
$422,129.51
Payments for the year :
1913,
$60,973.83
1914,
59,608.34
1915,
71,748.64
1916,
86,109.01
1917,
93,533.28
1918 to Aug. 31,
46,088.40
418,061.50
Cash balance, Aug. 31, 1918,
4,068.01
$422,129.51
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RECONCILIATION OF CASH AUG. 31, 1918
Home National Bank of Brockton: Balance as per bank statement, $4,282,56
Outstanding checks, per detailed list, $221.10
Balance, per check book, 4,061.46
$4,282.56
a
Cash balance, per cash book,
$4,068.01
Balance, Home National Bank,
$4,061.46
Cash on hand,
6.55
$4,068.01 1
-
SUMMARY OF WATER DEPARTMENT SINKING FUND AND CONSTRUCTION ACCOUNT
January 1, 1913 to August 31, 1918
SINKING FUND
Cash balance, January 1, 1913, $650.46
Receipts :
Water rates,
$61,956.06
Miscellaneous,
114.89
Interest on deposits,
38.25
Withdrawals from per-
manent fund,
1,542.85
·
7I
Transfer from town,
8,500.00
Transfer from con-
struction fund,
2,400.00
Refunds, 30.47
74,582.52
$75,232.98
Payments :
Salaries and wages,
$2,659.51
Purchase of water,
14,071.65
Bonds,
12,660.00
Interest,
20,996.10
Miscellaneous,
2,992.75
Transferred to per-
manent sinking fund, 11,000.00
Transferred to town, 7,500.00
Tranferred to con- struction account, 2,215.70
Refunds,
30.47
$74,126.18
Cash balance, Aug. 31, 1918,
1,106.80
$75,232.98
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CONSTRUCTION ACCOUNT
Cash balance January 1, 1913 Receipts :
$788.99
Pipe and labor, $4,351.46
Miscellaneous, 674.94
Interests on deposits, 261.55
Sale of bonds,
41,000.00
Premiums and interest,
382.84
Transfer from per-
manent construc- tion fund, 2,000.00
Transfer from sinking fund,
2,215.70
Transfer from town,
9,500.00
Refunds, 2.00
60,388.49
$61,177.48
Payments :
Salaries and wages,
$17,961.34
Miscellaneous, 24,337.79
Transfer to perma-
nent construction fund 5,000.00
Transfer to town,
10,500.00
Transfer to sinking
fund,
2,400.00
Refunds, 2.00
$60,201.13
Cash balance Aug. 31, 1918,
976.35
$61,177.48
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PERMANENT SINKING FUND
Balance January 1, 1913,
$2,000.00
Receipts :
Transfer from sinking fund, $11,000.00
Interest on deposits,
1,896.79
12,896.79
$14,896.79
Payments :
Transferred to sinking fund,
$1,542.85
Balance Aug. 31, 1918:
Brockton Savings Bank, $1,000.00
East BridgewaterSav-
ings Bank,
12,353.94
13,353.94
$14,896.79
PERMANENT CONSTRUCTION ACCOUNT
Transfer from construction account, $5,000.00 Interest on deposits, 182.00
$5,182.00
Transfer to construction account,
$2,000.00
Balance East Bridgewater Savings Bank, 3,182.00
, $5,182.00
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RECONCILIATION OF WATER DEPARTMENT CASH
Cash balance Aug. 31, 1918, per treasurer's books :
Sinking fund, $1,106.80
Construction account, 976.35
Permanent sinking fund,
13,353.94
Permanent construction fund,
3,182.00
$18,619.09
Balance, August 31, 1918 :
Home National Bank, per state-
ment, $2,070.65
Brockton Savings Bank , 1,000.00
East Bridgewater Savings Bank, 15,535.94
Cash on hand, 12.50
$18,619.09
TAXES 1913
Commitment, per assessors' war- rant,
$31,722.05
Additional commitment,
2,121.75
$33,843.80
Collections :
1913,
$24,045.42
1914,
7,597.98
1915,
33.60
$31,677.00
Abatements :
1913, $87.00
1914,
116.11
75
1915,
25.06
1916,
2.58
1917,
16.05
246.80
Outstanding Aug. 31, 1918, per list, 1,920.00
$33,843.80
TAXES 1914
Commitment, per assessors' war-
rant,
$33,693.84
Additional commitment,
2,470.01
$36,163.85
Collections :
1914,
$27,027.36
1915,
5,736.90
1916,
1,105.09
$33,869.35
Abatements :
1914,
$178.68
1915,
83.70
1916,
55.74
1917,
16.38
334.50
Outstanding Aug. 31, 1918, per list, 1,960.00
$36,163.85
1
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TAXES 1915
Commitment, per assessors' war- rant, Additional commitment,
$29,877.42
1,745.81
Excise tax,
1,114.05
$32,737.28
Collections :
1915,
$24,102.47
1916,
6,726.70
1917,
37.20
$30,866.37
Abatements :
1915,
$70.00
1916,
172.59
1917,
26.56
269.15
Outstanding Dec. 31, 1917,
1,601.76
$32,737.28
Outstanding Jan. 1, 1918,
$1,601.76
Collections Jan. 1 to Aug. 31, 1918, $1.76
Outstanding Aug. 31, 1918, per list, 1,600.00
$1,601.76
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TAXES 1916
Commitment, per assessors' war- rant,
$34,996.91
Additional commitment,
2,874.29
Excise tax,
1,212.37
Collections :
1916,
$28,221.40
1917,
10,491.85
-
$38,713.25
Abatements :
1916,
$93.93
1917,
159.33
253.26
Outstanding Dec. 31, 1917,
117.06
$39,083.57
Outstanding Jan. 1, 1918,
$117.06
Collections Jan. 1 to Aug. 31, 1918,
$57.60
Abatements Jan. 1 to Aug. 31, 1918, 18.96
Outstanding Aug. 31, 1918, per list, 40.50
117.06
$39,083.57
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TAXES 1917
Commitment, per assessors' war- rant, Additional commitment,
$47,997.32 31.12
$48,028.44
Collections 1917,
$35,298.67
Abatements 1917,
134.43
Outstanding Dec. 31, 1917, per list, 12,595.34
$48,028.44
Outstanding Jan. 1, 1918, $12,595.34
Collections Jan. 1, to Aug. 31, 1918, $6,785.61 Abatements Jan. 1, to Aug. 31, 1918, 160.24 Outstanding Aug. 31, 1918, per list, 5,649.49
$12,595.34
BALANCE SHEET, OCTOBER 31, 1918 General Accounts
ASSETS
LIABILITIES
Cash : in Banks and Office :
General,
$21,730.55
Water,
2,242.25
Moderator,
$15.00
Selectmen, 199.96
Town Accountant, 150.00
Town Audit,
300.00
Treasurer and Collector,
177.07
Assessors,
450.81
serve Fund, 12,353.94
Other Finance Offices & Accts, 7.00
82.24
Law,
45.50
Election and Registration, Police,
151.79
Fire Department,
76.19
New Engine House,
383.43
1914,
1,960.00
1915,
1,600.00
1917,
3,608.01
1918,
16,615.86
Excise Tax 1917,
1,271.00
26,974.87
Inspection of Slaughtering, 82.79 High ways, Bridges and Sidewalks, 2,686.44
Water Rates, Due from State :
3,015.56
Highways, West Center St
$25,000.00
$23,972.80
Brockton Savings Bank
Water Reserve Fund, $1,000.00
East Bridgewater Sav- ings Bank- Water Re-
East Bridgewater Sav-
ings Bank Water Const
Res. Fund, 3,182.00
16,535.94
113.03
Accounts Receivable : Frank L. Howard, Collector : Taxes 1913,
$1,920.00
and Sealer of Weights Measures, 55.00
Tree Warden,
68.39
Board of Health and Quar- antine, 228.60
423.4
Revenue Loans : Appropriation Balances :
Town Clerk,
Uverseers UL, FOOT, 445.49
Hydrants, 250.00
Moth, 1,141.38
State Aid, 634.00
Public Lectures,
45.00
Interest, 17.61 -
Public Safety,
168.88
Unclassified,
9.86
Reserve Fund,
22.00
Cemeteries,
30.00
Inspection of
Slaughtering, 70.07
State Highway Tax, 226.74
17,060.27
and· Sidewalks, 2,258.30
Water Department,
2,242.25
Overseers of Poor, 719,16
Water Reserve Fund,
13,353.94
Park, .02
Water Construction Reserve Fund,
3,182.00
Contingent Fund,
101.44
Overlay (Reserved for abate ments) :
3,151.99
Levy of 1913,. $159.23
1914,
75.88
1915,
138.85
1916,
116.86
1917,
32.38
1918,
605.55
-
1,128.75
Revenue, 1918, Water Revenue, Excess and Deficiency,
9.04
3,015.56
17,567.72
$82,559.53
$82,559.53
Soldiers' Relief, 232.00 Schools, 4,940.23 Library, 113.22
Memorial Day, 14.50
2,410.52
1917-Treasurer and col- lector, 1.00
State Tax, 4,510.00
Highways, Bridges
Cemeteries, 2.00
Estimated Revenue, 5,495.85
TRUST ACCOUNTS
Trust Funds and Securities,
$2,997.33 Cemetery Perpetual Care Funds : South Street Fund, $226.16
Mrs. Henry Copeland
Fund, 108.24
Isabelle Howard Fund, 126.74
Charles C. Thayer Fund, 126.74
Oren Smith Fund, 177.40
Martha K. Crosby Fund,
100.00
$865.28
Library Funds :
Cornelia Alger Fund, $703.98
Mary N. H. Edgerly Fund, 560.78
Nathan Copeland Fund, 367.29
Francis E. Howard, 500.00
2,132.05
$2,997.33
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