The URL can be used to link to this page

Home My WebLink About1975TOWN OF SOUTHOLD AUDIT REPORT 1975 TO~N OF SOUTHOLD INDEX Statement Summarizing Cash Transactions-All Funds, for the Year Ended December $1, 197S Statement of Cash Receipts, Expenses, and Balances - General Funds, for the Year Ended December $1, 1975 Statement of Cash Receipts, Expenses, and Balances - Highway Funds, for the Year Ended December 51, 197S Statement of Cash Receipts, Expenses, and Balances - Special Districts, for the Year Ended December $1, 1975 Statement of Cash Receipts, Expenses, and Balances - Nutrition Program Funds, for the Year Ended December 51, 1975 Statement of Cash Receipts, Expenses, and Balances - Reserve Funds, for the Year Ended December 31, 1975 Statement of Cash Receipts, Expenses, and Balances Trust and Agency Fund, for the Year Ended December 31, 1975 Statement of Indebtedness, for the Year Ended December 31, 1975 Statement of Federal Revenue Sharing Funds Year Ended 12/31/75 Schedule of General Fund Expenses - Town-Wide, for the Year Ended December 31, 1975 Schedule of General Fund Expenses - Part-Town, for the Year Ended December 51, 197S Schedule of Bank Reconciliations - Town Clerks Office - As of Dates Indicated Schedule of Bank Reconciliations - Justices of the Peace - for the Year Ended December $1, 197S EXHIBIT A B C D E F G H I SCHEDULE Reconciliation of Fishers Island Ferry District Bank Balances - Receipts and Disbursements COMMENTS It is suggested that the Consolidated Payroll Account #T-10 in the Trust and Agency Ledger be used to clear general payroll in accordance with State Audit and Control Accounting Instructions. "Refund of Previous Year Expense" account should not be used to clear other than this type of transaction. Where a check is drawn for more than one account such as Town and Part Town or Town and Fishers Island, reimbursement should be made immediately. Receipts should be issued for Bingo licenses by Town Clerk. Bank accounts should be reconciled to bank statements monthly in addition to current procedure of preparing disbursement proof. It is recommended that checks outstanding for over six months be investigated and closed out to appropriate accounts. Prior year tax refund checks should be cancelled and monies transferred to the General Fund. This procedure has been instituted subsequent to our audit. Town depositories have been requested to supply lists of collateral held against checking account balances and Certificates of Deposit. The listings will be reviewed to determine the quality of the 10. COMMENTS Pg. 2 securities. Where a substantial bill is not received in the year of the appropriation, efforts should be made to obtain the bill before the year end to minimize the variance between appropriations and expenditures. The variance in unallocated insurance in 1974 was $18,523 and in 1975 was $8,143. With regard to record keeping in the tax accounts and their reconciliation to the County Treasurer's Report, it is suggested that a more meticulous approach be used. In connection with the maintenance of the Fishers Island Justice of the Peace records, specific attention is drawn to the prompt reconciliation of bank accounts. EXHIBIT "A" TOWN OF SOUTHOLD SLII~RY OF ALL CASH FUNDS 1975 ACCOUNT BALANCE Jan. 1, 1975 RECEIPTS DISBURSEMENTS BALANCE Dec. 31, 197S General - Town-Wide $ 254,143 General - Part-Town 124,716 Highway Department 179,948 Special Districts 3,611 Reserve Fund 2,000 Trust and Agency 15,031 Federal Revenue 578,032 Tax Accounts 1,681,505 Nutrition Program 2,330 Nutrition - Special 643 $.: 606,384 $ 685,108 919,997 927,014 671,933 645,797 99,354 101,669 -0- -0- 428,091 428,171 17S,92S 163,036 8,935,892 8,723,782 29,111 34,788 4,456 4,906 $ 175,419 117,699 206,084 1,296 2,000 14,951 390,921 1,893,613 (3,327) 193 Total $2,641,977 $11,871,145 $11,714,271 $2,798,849 EXHIBIT "B" STATEMENT OF CASH RECEIPTS, EXPENDITURES AND BALANCES GENERAL FUNDS - 1975 TOWN-WIDE BALANCE JANUARY 1, 1975 $254,143 $ 124,716 RECEIPTS Real Property Taxes Interest and Penalties on Taxes Town Clerk Fees Park and Recreation Fees Recreation Concessions Interest on Deposits Bingo Licenses Dog Licenses Permits Fines and Forfeiture Sales of Materials State Aid - Welfare " " - Per Capita " " - Mortgage " " - Railroad Tax Loss " " - Environment Refunds of Prior Year Expenditures Recycled Refuse Franchises Narcotic Guidance Council Fees Police Building Dept. Fees Health Dept. Fees Insurance Refund State Aid - Navigation and Traffic Refunds of Current Year Expenditures Total Receipts Total Receipts and Balances 370,338 5,223 4,707 9,550 500 22,528 2,651 4,085 1,743 8,480 7,970 3,399 80,748 55,466 2,702 3,997 5,698 1,549 5,000 10,050 6~g~'g, 384 860,527 792,582 22,528 39,744 1,533 59,387 1,342 1,324 1,357 400 919,997 1,044,713 Less Expense From Schedule #1 Less Expense From Schedule #2 685,108 927,014 Balance - December $1, 1975 $175,419 $ 117,699 From Exhibit A EXHIBIT "C" TOWN OF SOUTHOLD STATEMENT OF CASH RECEIPTS, EXPENSES AND BALANCES HIGHWAY FUNDS FOR YEAR ENDED DECEMBER 31, 1975 BALANCE, JANUARY 1, 1975 RECEIPTS Real Property Taxes Interest on Deposits Town-Wide Services Other Districts State Aid Mileage Refunds TOTAL RECEIPTS TOTAL RECEIPTS AND BALANCE REPAIRS AND SNOW AND IMPROVEMENTS BRIDGES MACHINERY MISC. ITEM # i ITEM #2 ITEM #3 ITEM # 4 $ 82,330 $2,518 $ 28,903 $ 66,197 373,199 121,590 124,273 15,708 5,236 5,236 3,101 7,671 2,000 13,301 513 94 11 4~,822 SNONE ~[i-~,591 1~,520 $490,152 $2,518 $163,494 $195,717 EXPENSES Employees Fringe Benefits Personal Services Equipment Expenses - Contractual TOTAL EXPENSES $ 64,975 $ 14,616 220,940 44,384 -0- 13,917 117,S04 41,696 $403,419 $ NONE $114,613 $ 86,735 $2,518 $ 48,881 $ 19,819 75,571 32,375 $127,765 BALANCE DECEMBER 31, 1975 $ 67,952 EXHIBIT "D" TOWN OF SOUTHOLD STATEMENT OF CASH RECEIPTS, EXPENSES AND BALANCES SPECIAL DISTRICT FUNDS - YEAR ENDED DECEMBER 31, 1975 BALANCE JAN. 1. 1975 RECEIPTS E-W Greenport, Fire District $ 445 $23,119 E-W Greenport, Lighting Dist. 171 8,20? Cutchogue, Light 696 14,723 Mattituck, Light #1 523 15,584 Mattituck, Light #2 98 1,385 Southold, Light 631 14,674 Peconic, Light 178 5,521 Orient, Light 223 4,906 East Marion, Light 165 4,059 Fishers Island, Light 406 3,235 Bayview Area Street Improvement Dist. 7S 1,220 Bay Haven Road Improvement -0- 2,40S Terry Waters Road Improvement -0- 2,336 EXPENSES $ 23,140 8,378 15,419 16,107 1,483 15,305 3,699 5 129 4 204 2 798 1 266 2 405 2 336 BALANCE DEC. 31, 1975 $ 424 843 29 TOTALS $3,611 $99,354 $101,669 $1,296 EXHIBIT "E" TOWN OF SOUTHOLD STATEMENT OF CASH RECEIPTS, EXPENSES AND BALANCE NUTRITION FUND - FOR YEAR ENDED DECEMBER 31, 1975 NUTRITION FUND -REGULAR Opening Balance 1/1/75 REVENUES Suffolk County Cancelled Check Contributions Total Receipts $ 2,3S0 24,101 103 4,907 $29,111 DISBURSEMENTS Manager Dietitian Food - Labor - Etc. Total Disbursements BALANCE 12/31/7S $10,250 901 23,637 $34,788 $(3,327) Opening Balance 1/1/7S Contributions Trans. To Regular Account BALANCE 12/31/7S NUTRITION FUND - SPECIAL $ 643 4,456 4~906 $ 193 EXHIBIT "F" TO~N OF SOUTHOLD STATEMENT OF CASH RECEIPTS, EXPENSES AND BALANCE RESERVE FUND - FOR YEAR ENDED DECEMBER 31, 197S BALANCE JANUARY i, 1975 RECEIPTS TOTAL CASH AVAILABLE EXPENSES BALANCE DECEMBER 31, 197S MAPPING $2,000. $2,000 $2,000 TOTAL $2,000 $2,000 $2,000 TOWN OF SOUTHOLD STATEP4ENT OF INDEBTEDNESS FOR YEAR ENDED DECEMBER 31, 1975 EXHIBIT "H" BOND ANTICIPATION.NOTES OUTSTANDING JAN. 1, 1975 ISSUED PAID Construction Police Bldg. 5/71 $ 49,400 Road Imp. Bayview 11/70 1,200 Grand Ave. Bridge 2/71 20,000 Road Imp. Bay Haven 8/71 4,200 BONDS TOTAL BOND ANTIC. NOTES OUTSTANDING DEC. 31, 197S -0- $24,700 $24,700 -0- 1,200 -0- -0~ 10,000 10,000 -0- 2,100 2,100 $ 74,800 -0- $38,000 $36,800 Machinery Serial Bonds 1/72 20,880 Road Imp. Terry Waters Serial Bond 6/72 6,300 6,960 2,100 TOTAL SERIAL BONDS 13,920 4,200 TOTAL INDEBTEDNESS $ 27,180 -0- $ 9,060 $18,120 $101,980 -0- $47,060 $S4,920 NOTE: Does not include Ferry District or Park District Debt. EXHIBIT "I" STATEMENT OF FEDERAL REVENUE SHARING FUNDS FOR YEAR ENDED DECEMBER 31, 1975 BALANCE JAN. 1, 1975 RECEIPTS Federal Revenue Sharing Interest Earned TOTAL BALANCE AND RECEIPTS $578,052 150,240 25,685 $175,925 $553,957 DISBURSEMENTS Police - Personal Equipment Capital Traffic - Equipment Capital Dog Pound - Capital General - Equipment Capital Total Disbursements $ 33,714 37,804 9,274 20,972 8,516 27,592 4,384 20,780 $163,036 $390,921 BALANCE DECEMBER 31, 1975 SCHEDULE #1 Page 1 of S TOWN OF SOUTHOLD SCHEDULE OF GENERAL FUND EXPENSES TOWN-WIDE YEAR ENDED DECEMBER 31, 1975 GENERAL GOVERNMENT SUPPORT LEGISLATIVE Town Board - Salaries - Expenses JUDICIAL Justices - Salaries - Expenses EXECUTIVE Supervisor - Salaries - Expenses FINANCE Auditor - Contractual Expenses Tax Collection - Personal Salaries - Expenses Assessment - Personal Salaries - Expenses STAFF Town Clerk - Personal Salaries - Expenses - Equip. Expense Law - Personal Salaries - Expenses Engineer - Contractual Expenses Public Works Admin. - Personal Salaries 1974 $15,800 3,108 16,908 38,408 4,145 42,553 38,311 4,499 42,810 1,200 1,200 15,386 6,668 22,054 51,887 3,331 55,218 20,088 2,293 22,381 11,500 7,611 19,111 3,756 3,756 2,500 2,500 1975 $15,000 5,119 18,119 42,946 4,770 47,716 45,584 4,489 50,073 1,200 1,200 15,393 7,638 23,031 56,332 4,487 60,819 21,030 216 2,770 24,016 13,500 19,502 33,002 4,988 4,988 2,500 2,S00 SCHEDULE # 1 Page 2 of S TOWN OF SOUTHOLD SCHEDULE OF GENERAL FUND EXPENSES TOWN- WIDE YEAR ENDED DECEMBER 31, 1975 19 74 SHARED SERVICES Buildings - Personal Salaries $11,329 - Expenses 26,346 37,675 Central Data Processing - Expenses 8,910 8,910 SPECIAL ITEMS Unallocated Insurance 18,323 Municipal Assoc. Dues 400 18,723 EDUCATION Attendance Officer - Personal Salaries 1,200 1,200 TOTAL GOVERNMENT SUPPORT 295,474 1975 $10,463 29,931 40,394 9,036 9,036 8,143 4O0 8,543 1,200 1,200 324,637 PUBLIC SAFETY TRAFFIC Traffic Control - Equipment - Expense SAFETY FROM ANIMALS Control of Animals - Personal Salaries - Expense OTHER PROTECTION Civil Defense - Expenses Examining Board TOTAL PUBLIC SAFETY 1,725 3,464 5,189 5,536 3,941 9,477 639 450 1,089 $15,755 577 3,115 3,692 8,200 6,026 14,226 786 526 1,312 $19,230 SCHEDULE #1 Page 3 of 5 TOWN OF SOUTHOLD SCHEDULE OF GENERAL FUND EXPENSES TOWN-WIDE YEAR ENDED DECEMBER 31, 1975 HEALTH PUBLIC HEALTH Narcotic Guidance Council - Salary - Expenses TOTAL HEALTH 1974 $19,328 6,536 1975 $ 9,678 843 $10,521 TRANSPORTATION Ai~po~ ~ Expenses Off-Street Parking - Salaries - Expenses TOTAL TRANSPORTATION -0- 5,242 793 6,035 6,035 1,460 1,460 4,660 402 5,062 6,522 1,276 3,000 1,000 S,276 ECONOMIC ASSISTANCE AND OPPORTUNITY SOCIAL SERVICES Home Relief - Expenses Burials ECONOMIC DEVELOPEMENT Publicity OTHER Veterans Service TOTAL ECONOMIC ASSISTANCE AND OPPORTUNITY 10,698 500 3,000 1,200 15,398 TOl~'i OF SOUTHOLD SCHEDULE OF GENERAL FUND EXPENSES TOI~N-WIDE YEAR ENDED DECEMBER 31, 1975 SCHEDULE #1 Page 4 of S CULTURE = RECREATION Recreation = Contractual Parks - Personal Salaries = Expenses - Contractual Beach and Pool - Personal Salaries ~ Equipment - Expenses Youth Programs - Expenses CULTURE Libraries Historian - Personal Services - Expenses Celebrations - Expenses ADULT ACTIVITIES Programs for Aging Adult Recreation ~ Expenses TOTAL CULTURE - R~CREATION HOMES AND CO.UNITY SERVICES SANITA~I0~ Refuse and Garbage - Personal Services - Expenses CO. UNITY ENVIRONMENT Beautification Shellfish Drainage Shade Trees Miscellaneous Lilco - Hearings 1974 $ U,68s 4,303 968 16,956 23,444 690 9,353 33,487 3,107 35,000 1,S00 5,358 6,858 678 5,975 3,539 9,514 $105,600 37,482 13,140 50,622 475 1,176 1,983 3,634 1975 $ 11,978 4,556 1,690 5,571 23,795 26,776 7,371 34,147 3,770 35,000 1,874 5,762 7,636 481 267 2,822 5,089 $107,918 42,773 14,070 56,843 487 4,001 1,053 2,125 235 3,290 11,191 SCHEDULE #1 Page 5 of 5 TOWN OF SOUTHOLD SCHEDULE OF GENERAL FUND EXPENSES TOWN-WIDE YEAR ENDED DECEMBER 31, 1975 NATURAL RESOURCES Conservation - Personal Services - Expenses SPECIAL SERVICES Cemeteries 1974 $ 7,283 3,783 11,066 6 1975 $ 8,000 4,190 12,190 6 $80,230 TOTAL HOME AND CON~IUNITY SERVICES $65,328 UNDISTRIBUTED EMPLOYEE BENEFITS State Retirement Social Security Workmens Compensation Hospitalization and Disability Insurance TOTAL EMPLOYEE BENEFITS INTERFUND TRANSFER Transfer to Special Districts DEBT SERVICE PRINCIPAL Stat~ry~ Bonds Interest Bonds Bond Anticipation Notes Interest on Bond Anticipation Notes Capital Notes Interest on Capital Notes TOTAL DEBT SERVICE OTHER Refund of Revenues 40,501 16,939 2,299 12,535 72,274 1,320 6,960 919 34,700 3,389 3,250 195 $49,413 842 49,178 19,242 3,102 13,519 85,041 6,960 689 34,700 3,374 $45,723 10 $685,108 TOTAL TOWN-WIDE EXPENSES $653,303 SCHEDULE #2 Page 1 of 2 TO~N OF SOUTHOLD SCHEDULE OF GENERAL FUND EXPENSES PART-TO~N YEAR ENDED DECEMBER 31, 1975 GENERAL GOVERNMENT SUPPORT 1974 SPECIAL ITEMS Unallocated Government Support $ 10,708 $436,648 25,924 S7,S08 520,080 10,300 9,125 19,42S PUBLIC SAFETY Law Enforcement Police - Personal Services - Equipment - Expenses Bay Constable - Personal Services - Expenses Other Protection Safety Protection - Personal Services - Expenses TOTAL PUBLIC SAFETY 33,572 3,048 $576,125 HEALTH Registrar of Vital Statistics - Personal Salaries $ 2,S00 $ 14,874 2,587 17,461 17,391 5,497 22,888 $ 40,349 HOME AND CO~UNITY SERVICES GENERAL ENVIRONMENT Zoning - Personal Services - Expenses Planning - Personal Services - Expenses 1975 $ 14,712 $514,680 84,063 598,743 12,563 8,574 21,137 37,128 3,186 $660,194 2,500 17,358 2,719 20,077 19,652 6,560 26,212 46,289 TOTAL HOME ~ CO~[~JNITY SERVICES TO~N OF SOUTHOLD SCHEDULE OF GENERAL FUND EXPENSES PART-TOh~q YEAR ENDED DECEMBER 31, 197S UNDISTIBUTBD EMPLOYEE BENEFITS Life Insurance State Retirement Social Security ~orkmen's Compensation Hospital Insurance 1974 1,450 120,566 26,500 4,648 15,927 SCHEDULE #2 Page 2 of 2 1975 $ 1,492 143,403 31,735 6,858 19,831 TOTAL EMPLOYEE BENEFITS $169,091 $798,773 $203,319 $927,014 TOTAL PART-TO~N EXPENSES TO~N OF SOUTHOLD TOWN CLERK'S OFFICE - BANK RECONCILIATIONS AS OF DATES INDICATED TOWN CLERK -J.T. BOKEN North Fork Bank and Trust Co. Southold, New York Bank Balance 12/51/75 Deposit in Transit Outstanding Checks Ledger Balance TOWN TRUSTEE - E. NEVILLE Chemical National Bank Southold, New York Bank Balance 12/31/75 Deposit in Transit Bank Error Deposit 7/25/75. Outstanding Checks Bank Balance Ledger Balance They will reverse. BUILDING INSPECTOR -H. TERRY Chemical National Bank Southold, New York TAX COLLECTOR - G. M~LLAS Chemical National Bank Southold, New York Taxes Per Warrant Adjustments Total Bank Balance 12/51/75 Outstanding Checks Ledger Balance 1974~1975 Tax Year Bank Balance 6/31/75 Less Outstanding Check Ledger Balance $9,636,131.94 1,498.41 $9,637,630.35 Collections - Taxes Paid to To~n - Taxes Paid to County - Transferred to County $8,521,168.37 774,331.69 342,130.29 $9,637,630.35 SCHEDULE #3 $3,262.94 360.50 $3,623.44 3,623.44 $ 121.34 110.00 $ 231.34 110.00 $ 121.34 $1,173.80 1,173.80 $ 182.93 182.93 Chemical National Bank Southold, New York 1975-1976 Tax Year Bank Balance 12/51/75 $2,069,744.18 Less Outstanding Checks 1,894,465.48 $ 175,278.70 Ledger Balance $ 175,395.65 Less Returned Check 116.95 Ledger Balance $ 175,278.70 SCHEDULE #4 TOM OF SOUTHOLD JUSTICES OF THE PEACE BANK RECONCILIATIONS AS OF DECEMBER 51, 197S JUSTICE MARTIN SUTER North Fork Bank and Trust Co. Mattituck, New York Balance 12/31/75 $5,348.00 Less Oustanding Checks 1,100.00 $2,248.00 Justices Ledger - Bail Money - Fines and Fees Due State Total $1,425.00 825.00 $2,248.00 JUSTICE LOUIS M. DEMAREST Valley National Bank of New York Greenport, New York Balance 12/51/7S Deposit in Transit $1,221.00 142.00 $1,565.00 Justices Ledger - Bail Money - Fines Pending - Due - Other - Fines & Fees Due State Total $ 909.00 135.00 52.00 287.00 $1,365.00 JUSTICE FRANCES DOYAN North Fork Bank and Tust Co. Mattituck, New York Justices Ledger - Bail Money - Due Audit and Control - Deposited in Error Balance 12/51/75 Outstanding Check Total 495.00 270.00 22S.00 100.00 100.00 200.00 25.00 22S.00 MEMO ONLY FISHERS ISLAND FERRY DISTRICT SCHEDULE #S BANK RECONCILIATION AND CASH POSITION AS OF DEC. 31, 1975 Valley National Bank Greenport, New York Bank Balance 12/$1/75 Deposit 12/51 In Transit Sub-Total Less Outstanding Checks Cert. of Deposit $ 39,309 1,252 $ 40,561 1,107 $ 39,454 75,000 ~$-~q',454 TRUST AND AGENCY ACCOUNT North Fork Bank and Trust Co. Bank Balance 12/$1/75 Outstanding Checks Cash Balance $ $ 3,482 296 3,186 Fishers Island Ferry District - Operating Trust and Agency Account RECONCILIATION Bal. 1-1-75 Receipts Disbursement $73,454.00 $413,860.00 $372,840.00 S,837.00 40~500.00 43,151.00 Bal. 12=31-75 $114,454.00 3,186.00