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HomeMy WebLinkAboutSystems Study Village of Oak Park Heights January 1972 n r VILLAGE OF OAK PARK HEIGHTS, MINNESOTA SYSTEMS STUDY JANUARY 1972 n RONALD J. DELAH U NT & CO., LTD. r� CERTIFIED PUBLIC ACCOUNTANTS NORTH ST. PAUL, MINNESOTA 55109 PHONE 777 -1337 2534 E. 7TH AVENUE February 9, 1972 To the Honorable Mayor and Members of the Village Council Village of Oak Park Heights Stillwater, Minnesota 55 082 Gentlemen: In accordance with your request, we have set up a double -entry bookkeeping system for the Village based on the chart of accounts shown in Exhibit 1, to be implemented on January 1, 1972. We will record January cash trans- actions, prepare January bank reconciliation (Exhibit 2), prepare January cash transactions by funds statement (Exhibit 3), prepare January revenue comparison to budgeted revenue statement (Exhibit 4), prepare January '^ expenditures comparison to budgeted expenditures statement (Exhibit 5), and prepare January investment transaction statements (Exhibit 6). We will instruct the clerk in the maintenance of the accounting system and the preparation of the monthly statements to the council. This should serve as a plan of action and criteria from which to build an efficient accounting system and office procedures, keeping in mind good internal control and act as a guide for your employees. Very truly yours, RONALD J. DE LA HUNT & CO., LTD. Ronald J. De La Hunt, CPA RJD /rr VILLAGE OF OAK PARK HEIGHTS, MINNESOTA TABLE OF CONTENTS Page No. Chart of Accounts Exhibit 1 1 Bank Reconciliation Exhibit 2 9 Cash Transactions by Fund Exhibit 3 10 General Fund Actual Revenue Comparison to Budgeted Revenue Exhibit 4 11 n General Fund Actual Expenditures Comparison to Budgeted Expenditures Exhibit 5 12 Investment Transactions Exhibit 6 14 VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 1 CHART OF ACCOUNTS PAGE 1 JANUARY 1, 1972 FUNDS 101 General Fund Public Enterprise Funds: 301 Water Operating Fund 302 Sewer Operating Fund Debt Service Funds: 401 G. 0. Bonds of 1967 and 1968 Debt Service Fund 402 Storm Sewer Improvement Bonds of 1971 Debt Service Fund Improvement Funds: 501 Improvement No. 1 Fund 5 Swager No. 2 Sewer and Water Improvement Fund 503 Storm Sewer No. 3 Improvement Fund � 1 VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 1 PAGE 2 GENERAL LEDGER ACCOUNTS 100 Debit Accounts: 101 Cash in depository 102 Change Fund 103 Petty Cash Fund 104 Cash with Fiscal Agents 105 Accounts Receivable 105,1 Accounts Receivable - Miscellaneous 105,2 Accounts Receivable - Municipal Court 105.3 Accounts Receivable - Spreading P.I.R. Assessments 106 Contracts Receivable 107 Current Taxes Receivable 108 Deferred Taxes Receivable l09 Delinquent Taxes Receivable 110 Current Special Assessments Receivable 111 Deferred Special Assessments Receivable 111.1 Deferred Special Assessments Receivable - State 112 Delinquent Special Assessments Receivable 113 Due from Other Funds 114 Inventory of Material and Supplies 115 Prepaid Insurance Premiums 116 Investments 117 Land 118 Buildings and Structures 119 Furniture, Fixtures and Equipment 120 Machinery and Equipment 121 Improvements other than Buildings 122 Construction Work in Progress 123 Bonds Authorized - Unissued 124 Estimated Revenue 125 Encumbrances 126 Expenditures 127 Deferred Charges 128 Amount to be provided for Debt Retirement 129 Interest Receivable 130 Improvements Authorized 2 VILLAGE OF OAK PARK HEIGHTS EXHIBIT 1 PAGE 3 GENERAL LEDGER ACCOUNTS (cont,) 200 Credit Accounts: 200 Accounts Payable Due to Governmental Agencies (PERA) 200,1 Accounts Payable Due to Governmental Agencies (FICA) 200,2 Accounts Payable Due to Governmental Agencies (FED,WH TAX) 200,3 Accounts Payable Due to Governmental Agencies (STATE WH TAX) 200,4 Accounts Payable Due to Unions 200,5 Accounts Payable Due to Employee Hospitalization Premiums 200.6 Accounts Payable Due to Sales Use Tax 200,7 Accounts Payable Due to Surcharge 201 Accounts Payable 201,1 Accounts Payable - Due to General Fund 201,2 Accounts Payable - Escrow Funds 202 Contracts Payable 203 Interest Payable 203A Matured Interest Payable 204 Bonds Payable 205 Customers' Deposits 206 Due to Other Funds 207 Appropriations 208 Tax Revenue 209 Miscellaneous Revenue 210 Reserve for Doubtful Accounts Receivable 211 Reserve for Encumbrances 212 Reserve for Authorized Expenditures 213 Reserve for Depreciation on Buildings and Structures 214 Reserve for Depreciation on Furniture, Fixtures & Equipment 215 Reserve for Depreciation on Machinery and Equipment 216 Reserve for Deprn, on Improvements Other than Buildings 217 Reserve for Future Interest and Principal on Bonds 218 Reserve for Uncollectible Taxes 219 Fund Balance 220 Unappropriated Surplus 221 Current Surplus 222 Available Surplus 223 Unavailable Surplus 224 Surplus Invested in Fixed Assets 225 Unrealized Revenue Accounts Receivable 226 Unrealized Revenue Taxes Receivable 227 Unrealized Revenue Special Assessments 228 Accrued PERA Village's Portion 229 Reserve for Petty Cash and Change Funds 3 VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 1 PAGE 4 SUBSIDIARY LEDGER ACCOUNTS REVENUE ACCOUNTS (300) A General Property Taxes: 1 Taxes on Real and Personal Property 2 Penalties and Interest on Delinquent Taxes 3 Other property Taxes B Special Assessments: 1 Collected by Village - Principal 2 Collected by Village - Interest 3 Collected by County - Principal and Interest 4 Connection Charge C Licenses: 1 Dog 2 Cigarette 3 Contractor 4 Liquor and Nonintoxicating Malt Liquor 5 Tavern and Sunday Liquor 6 Other Business 7 Other D Permits: 1 Building /1 2 Electrical 3 Plumbing 4 Other E Fines & Forfeits: 1 Court Fines F Revenue From Use of Money and Property: 1 Interest on Earnings 2 Rent of Municipal Property G Revenue from Other Agencies: 1 Shared State Taxes (liquor, cigarette & per capita reimbursement) 2 State Grants -in -Aid 3 Grants from County 4 Grants from Federal Government 5 Revenue from Private Sources /'*N VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 1 PAGE 5 SUBSIDIARY LEDGER ACCOUNTS (cont.) REVENUE ACCOUNTS (cont.) (300) H Charges for Current Services: 1 General Government Conditional Use & Variance Permits Rezoning Fees Address Books Sale of Inspection Forms & Accident Reports Maps Assignments Election Filing Fees Sale of Ordinances Assessment Roll Charges 2 Public Safety Fire Calls Dog Pickup & Board Ambulance 3 Highways Snow Removal Street Replacement 4 Sanitation and Waste Removal Weed Cutting and Commercial Dumping 5 Recreation Swimming Lessons & Registration Fees Day Camp 6 Water and Sanitary Sewer Service 7 Other Current Services Sale and Compensation for Loss of Properties: 1 Sale of property (real and personal property) 2 Insurance recoveries & reimbursements 3 Private sources restitution 4 Metropolitan Sewer reimbursement J Other: 1 Sale of Bonds 2 Refunds and reimbursements 3 Sale of investments 4 Contributions & transfers from other funds 5 Donations 6 Connection charges 7 Penalties S VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 1 PAGE 6 SUBSIDIARY LEDGER ACCOUNTS (cont.) EXPENDITURE ACCOUNTS (Function and Activity) 10 General Government: 1 Mayor and Council 2 Municipal Court 3 Elections 4 Village Clerk 5 Planning and Zoning 6 Village Hall 15 Public Safety: 1 Police Department 2 Fire Department 3 Protective Inspections A2 -1 Construction Inspection Fees A2 -2 Animal Control Fees 20 Highways: 1 Streets and alleys 2 Snow and ice removal 3 Street lighting 25 Sanitation and Waste Removal: 1 Refuse collection and disposal 2 Weed eradication 3 Storm sewers 30 Special Services 1 Utility 40 Recreation: 1 Parks, Playgrounds, Hockey Rinks 45 Interest Charges: 1 Interest on debt 50 Bond Redemption: 1 Redemption on debt 55 Other: 1 Investments purchased 2 Contributions and transfers to other funds 3 Contingencies 4 Improvements other than buildings 5 Refunds and reimbursements 6 VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 1 PAGE 7 SUBSIDIARY LEDGER ACCOUNTS (coot.) EXPENDITURE ACCOUNTS (Object) A Personal Services: Salaries of regular employees Salaries of temporary employees Professional and consultant services Inspection fees B Contractual Services: Postage Telephone and telegraph Travel conference - schools Storage and care of vehicles Printing and publishing Utilities (light, power, water, gas and sewer) Maintenance & repair of buildings & structures Maintenance & repair of equipment Upkeep of grounds Cleaning and waste removal C Material and Supplies: Chemical supplies Cleaning supplies Office supplies Recreational supplies Heat (coal, wood, gas, and fuel oil) Lubricants Motor fuels & lubricants Small tools Books and periodicals Uniforms Street signs Recreation equipment & uniforms Prisoner subsistence Program supplies D Fixed Charges: Rent of land Rent of buildings Rent of equipment Insurance on buildings Insurance on equipment Insurance, workmen's compensation Official bonds Subscriptions and memberships Pension contribution Judgments and losses /'N Grants and subsidies Court costs License or registration fees Insurance, employee hospital and life Insurance, general liability 7 VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 1 PAGE 8 SUBSIDIARY LEDGER ACCOUNTS (cont.) EXPENDITURE ACCOUNTS (Object) (cont.) E Capital Outlay: Land Buildings and structures Furniture and equipment Machinery and automotive equipment Other improvements F Debt Service: 1 Principal 2 Interest 3 Fiscal Agents'Charges G Other: 1 Investments purchased 2 Contributions and transfers to other funds 3 Refunds and reimbursements 4 Remittance of revenue collected for other agencies 5 Contingencies VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 2 BANK RECONCILIATION n 19 Balance per bank statement Add: Deposits in transit Bank charges NSF checks Total Deduct: Outstanding checks (tape attached) Balance per books Balance per funds: General Fund (101) Public Enterprise Funds: Water Operating Fund (301) Sewer Operating Fund (302) Debt Service Funds: G. 0. Bonds of 1967 and 1968 Debt Service Fund Storm Sewer Improvement Bonds of 1971 Debt Service Fund Improvement Funds: Improvement No. 1 Fund Swager No. 2 Sewer & Water Improvement Fund Storm Sewer No. 3 Improvement Fund Balance per funds 9 VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 3 CASH TRANSACTIONS BY FUND MONTH OF 19 Beginning Ending Cash Month's Transactions Cash Fund Balance Receipts Disbursements Balance 101 General Fund 301 Water Operating Fund 302 Sewer Operating Fund 401 G. 0. Bonds of 1967 and 1968 Debt Service Fund 402 Storm Sewer Improvement Bonds of 1971 Debt Service Fund 501 Improvement No. 1 Fund 502 Swager No. 2 Sewer and Water Improvement Fund 503 Storm Sewer No. 3 Improvement Fund Totals 1 (? VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 4 GENERAL FUND ACTUAL REVENUE COMPARISON TO BUDGETED REVENUE 19 Revenue Under Prior Current (Over) Budget Period Period Budget General property taxes _ Licenses: Dog Cigarette Contractor Liquor and Nonintoxicating malt Tavern and Sunday Other business Other _ Total Licenses _ Permits: Building Electrical Plumbing Other Total Permits Fines and forfeits Interest earnings Rent of municipal property Shared state taxes Charges for current services Sale and compensation for loss of properties Totals 1� VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 5 GENERAL FUND PAGE 1 ACTUAL EXPENDITURES COMPARISON TO BUDGETED EXPENDITURES n 19 Expenditures Under Prior Current (Over) Budget Period Period Budqet_ Mayor and Council: Personal services Contractual services Material and supplies Fixed charges Total Mayor and Council Municipal Court: Contractual services Elections: Personal services Contractual services Material and supplies Total Elections Village Clerk: Personal services Contractual services Material and supplies Capital outlay Total Village Clerk Planning and Zoning: Professional services Contractual services Total Planning and Zoning Village Hall: Professional services Contractual services Material and supplies Fixed charges Capital outlay Total Village Hall Police Department: Personal services Contractual services Material and supplies Fixed charges Capital outlay Total Police Department Fire Department: Contractual services Protective Inspections: Inspection fees Animal control fees Material and supplies Total Protective Inspections VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 5 GENERAL FUND PAGE 2 ACTUAL EXPENDITURES COMPARISON TO BUDGETED EXPENDITURES 19 Expenditures Under Prior Current (Over) Budget Period Period Budget _ Streets and Alleys: Personal services Contractual services Material and supplies Fixed charges Capital outlay Total Streets and Alleys Snow and Ice Removal: Contractual services Material and supplies Total Snow and Ice Removal Street Lighting: Contractual services Utility: Personal services Contractual services Material and supplies Fixed charges Capital outlay Total Utility Recreation: Personal services Contractual services Material and supplies Fixed charges Capital outlay Total Recreation Others: Contingencies Totals 'a VILLAGE OF OAK PARK HEIGHTS, MINNESOTA EXHIBIT 6 INVESTMENT TRANSACTIONS MONTH OF 19_ Beginning Ending Investments Month's Transactions Investment Fund Balance Purchased Sold Balance 101 General Fund 301 Water Operating Fund 302 Sewer Operating Fund 401 G. 0. Bonds of 1967 and 1968 Debt Service Fund 402 Storm Sewer Improvement Bonds of 1971 Debt Service Fund 501 Improvement No. 1 Fund 502 Swager No. 2 Sewer and Water Improvement Fund 503 Storm Sewer No. 3 Improvement Fund Totals 14