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HomeMy WebLinkAboutAudit Report 12/31/1963HOMER A. BONHIVER, C.P.A. DONALD ANFINSON. C.P.A. BONHIVER AND ANFINSON CERTIFIED PUBLIC ACCOUNTANTS 10601 OLSON MEMORIAL DRIVE MINNEAPOLIS 27. MINNESOTA LIBERTY 5 -0423 MEMBERS OF AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS MINNESOTA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS VILLAGE OF LINO LAKES ANOKA COUNTY, MINNESOTA REPORT ON EXAMINATION FOR THE CALENDAR YEAR 1963 VILLAGE OF LINO LAKES ANOKA COUNTY, MINNESOTA CALENDAR YEAR 1963 INDEX Page Village Council and Administrative Officials Scope of Audit and Accountants' Opinion Statements of Cash Receipts and Disbursements: A - Summary - Ali Funds 3 B-1 - General Fund 4 . 7 B -2 - Fire Protection Fund 8 B -3 - Civil Defense Fund 8 B-4 - Gopher Control Fund 8 B-5 - Parks and Playgrounds Fund 9 B -6 - Road and Bridge Fund 10 B-7 - Special Ditch Assessment Fund 11 B-8 - Debt Redemption Fund 11 Comments and Data Presented for Information and Analysis Purposes: 12 Comments and Recommendations 13 • 15 Exhibits - No, 1 - Requirements for Debt Redemption - 16 Street Improvement Bonds No. 2 - Bond Principal, Interest and Tax Levy - 17 Park Improvement Bonds No, 3 - High and Low Bank Statement Balances 18 L L L L L L L L L L L L L L L L L L VILLAGE OF LINO LAKES ANOKA COUNTY)_ MINNESOTA VILLAGE COUNCIL AND ADMINISTRATIVE OFFICIALS AS OF DECEMBER 31 1963 Arnold Belling Jerome Hauer H. C, Heckenlaible Howard Speiser Roy Bscklin Mayor Clerk Trustee Trustee Trustee p Rehbein Treasurer Babcock and Locher Attorneys Milner W. Carley and Associates Engineers Ronald Bausladen Justice of Peace V. Swanson Justice of Peace To the Village Council and Residents Village of Lino Lakes Anoka County, Minnesota We have examined the statements of cash receipts and disbursements of the funds listed below of the Village of Lino Lakes, Minnesota for the fiscal year ended December 31, 1963: General Fund Fire Protection Fund Civil Defense Fund Gopher Control Fund Parks and Playgrounds Fund Road and Bridge Fund Special Ditch Assessment Fund Debt Redemption Fund Our eeamination, a limited cash audit, was made in accordance with generally accepted auditing standards, and accordingly included such tests of the ac- countng records and such other auditing procedures as we considered necessary in the circumstances. The report on our examination of the funds is presented in Statements A through B-80 In addition, we have included a section for information and analysis purposes. It i3 comprised of comments and recommendations and exhibits. The exhibits were compiled from various data and records and were not subjected to the same procedures employed in examining the basic financial. statements, They are therefore not covered by our opinion. In our opinions the accompanying statemPnts of cash receipts and diliburse ments present fairly the cash transactions of the Village of Lino Lakes, Anoka County, Minaeaota for the year ended December 31, 1963, Minneapolis, Minnesota. May 7, 1964 cL Certified Public Accountants = 2 - Statement A VILLAGE OF LINO LAKES ANOKA COUNTY, MINNESOTA SUMMARY OF CASH RECEIPTS, DISBURSEMENTS AND FUND BALANCES - ALL FUNDS FOR THE YEAR ENDED DECEMBER 31 1963 Funds General Fire Protection Civil Defense Gopher Control Parks and Playgrounds Roads and Bridges Special Ditch Assess- ment (1) Debt Redemption (2) Totals Beginning Transfers Balance 1963 1963 In 1-1-63 Receipts Disbursements (Out) $4,251.05 $15,447046 $12,054.16 $(5,250.00) 1,224,49 838010 554010 432015 3,278 52 388.92 420,08 9,143009 3,012022 92081 527,,00 9,810014 (3,224038) 22,351009 25,328.22 528093 3,578.25 96938 580000 $8,182069 ,$51,998.54 $51404.55 1,750000 6,500000 Ending Balance 12-31 ®63 $2,394035 1,490,79 1,134021 447.18 1,515.10 298.49 528.93 (3,000000) — 967.63 $ -0- $8,776.68 NOTE 1 On October 10, 1959 the Village of Lino Lakes was assessed $3,500000 for its share of the cost of Judicial Ditch Mo. 3. The amount was disputed and has not been settled to date. However, the village levied for the anticipated liability and has received the following tax receipts through December 31, 1963: Year Received 1961 1962 1963 Fund Credited Special Ditch Assessment Road and Bridge Fund Road and Bridge Fund Total Tax Receipts Amount $ 528.93 549,35 326030 $ 1,404.58 NOTE 2 The transfer of $3,000000 from the Debt Redemption Fund to the Road and Bridge Fund is a temporary transfer. (See comment No. 8) Statement B -1 VILLAGE OF IJN0 LAUDS AMU COUNTY, ETA STATEMENT OF CASH RECEIPTS AND DISBURSEMENTS - SAL FUND FOR THE YEAR ENDED DECEMBER 31i 1963 Actual RECEIP'T'S Budget Over (Under) Amount ce oat General Property Taxes: Current $ 4,520.12 $ 3,875 $ 645 Licenses and Permits: Liquor license $ 100.00 -0- 100 Beer license 1,095.01 630 465 Cigarettes 57.00 120 (63) Dance license -0- 100 (100) Building permits 581.50 300 281 Special e use 48.00 75 (2?) Total Licenses and Permits 2,096.51 Fines: Justice court (Net after costs) 489.00 30 459 Revenue from Other Agencies: Liquor Apportionment $ 2,721+.93 2,500 225 Cigarette Apportionment 4,518.26 4,000 518 Mortgage registration -0- 100 (100) Mobile homes 711.11 450 261 Total Revenue from other Agencies 7,954.30 Charges for Current Services: Rezoning fees $ 1.25 25 (2+) Miscellaneous - sale of code books 4.50 50 (5) Rental income 160.00 -0- 360 Total Charges for Current Services 365.75 Other Revenue: Miscellaneous receipts TOTAL CASH RECEIPTS - GENERAL FUND 21.78 —0- $ 15,447.46 $ 12,295 22 $ 3,152 Statement 8-1 Continued Actual Budget Over (Under) Amount Hadgot (cents omitted) Mayor and Council: Salaries $ 1,250.00 $ 1,250 $ - 0 - Labor 221.71 0 -: 222 Telephone & postage - 0 - 10 (10) Printing • 16,80 50 (33) Heat 35.00 - 0 - 35 Council supplies 16;10 10 6 Miscellaneous supplies 272485 - 0 - 273 Rant 545.25 350 195 Insurance 637,00 500 137 Memberships and dues 125.00 150 (25) Equipment 50.00 - 0 - 50 Total Mayor and Council. $ 3,169.71 Justice Courts Supplies $ 3.58 Insurance and bond 10.00 Total Justice Court. 13.58 165.20 Election and Voter's Registration: Salaries - judges and clerks $ 112.20 Printing and publishing 53,00 Total Election and Voters Registration 100 30 (96) (20) 250 (138) 50 3 Clerk: Salaries $ 600,00 600 - 0 - Telephone & postage - 0 - 35 (31) Office supplies 65,08 200 (135) Insurance and bonds 18,50 10 8 Miscellaneous - 0 - 200 (200) Total Clerk 683.58 Treasurer: Salary Insurance and bond Supplies Miscellaneous Total Treasurer and bond Total Assessor 300.00 300 - 0 90¢00 140 (50) - 0 - 25 ' (25) -0_". 10 (10) 390.00 $ 1,000.00 1,000 - 0 - 17.00 35 (18) 1,017.00 Statement B -1 Continued DISBURSEMENTS - Continued Budget Over (Under) Amount Budget Actual (cents omitted) Independent Accounting and Auditing: Services $ 550.00 $ 450 $ 100 Legal: Services Printing and publishing Total Legal $ 1,281.17 189.75 1,470.91 1,400 (119) 400 (2x.0) Planning and Zoning: Engineering service $ 250.00 875 (625) Travel expense 15.37 25 (10) Telephone and postage - 0 - 5 (5) Membership and dues - 0 - 25 (25) Miscellaneous 19.30 100 (81) District # 2 - 0 - 300 (300) Total Planning and Zoning 284.67 Police: Salaries Telephone & postage Travel Maintenance and repairs - equip. Prison service Motor fuel and lubricants Maintenance and repairs Clothing allowance General supplies Insurance and bond Machinery and automotive equip. Total Police 958.96 1,000 (41) 1.97 25 (23) 309.00 350 (41) 35.40 100 (65) - 0 - 15 (15) 25.75 - 0 - 26 72.00 - 0 - 72 110.00 50 60 40.99 150 (109) 18.50 75 (57) 1,258.77 - 0 - 1,259 2,831.34 Protective Inspection: Building inspector salary $ 390.61 200 191 Travel 4.88 25 (20) Printing - 0 - 25 (25) Insurance and bonds - 0 - 10 (10) Supplies 2.29 10 (8) Total Protective Inspection 397.78 Weed Inspection: Salaries $ 481.85 350 132 Other contractual service 161.80 600 (438) Travel 37.66 100 (62) Repairs 7.50 - 0 - 7 Motor fuel and lubricants 10.00 - 0 - 7 Supplies 50.75 150 (99) Equipment 29.95 - 0 - 30 Insurance and bond 10.00 25 (15) Total Weed Inspection 789.51 -6 Statement BG.i Continued DISBURSEMENTS - Continued Actua Animal Control: Budgeted Over (Under) Amount Budget (cents omitted) Other contractual services - dog catcher $ 279075 $ 425 $ (145) Supplies 11,13 25 (14) Total Animal Control $ 290088 Total General Fund Cash Disbursements $ 12,054,16 $ 1,2,12a $ Transfer Outs: Road and bridges funs $ 3,500,00 Parks and playground fund 1,750000 Total Transfer Outs Total Disbursements and Transfers 5,250,00 $ 17,304.16 statement 6-2 ANNA COUNTY, MINNESOTA STATEMENT OF CASH RECEIPTS AND DISBURSEMENTS - FIRE PROTECTION PUND FOR THE YEAR ENDED DECEMBER 31 1963 Receipts: General Property Taxes Disbursements: Fire marshall salary Travel Other contractual service Printing Clothing allowance Furniture and equipment Actual $ 3,278.52 $ 120.00 27.67 - fire control 2,800.00 4.55 60.00 Total Disbursement Fire Protection Fund OF CASH RECE - 0- $ 3,012.22 Budget Over (under) Amount Budget (cents ositte f 3,320, 41 $ 150 75 3,000 20 -0- 75 (30) (48) (200) (15) 60 (75) 3,320 $ (308) Statement B -3 CIVIL DEFENSE FUND Receipts: General Property Taxes Disbursements: Telephone and postage Office supplies General supplies Miscellaneous Membership and dues Furniture and equipment Total Disbursement - Civil Defense Fund 388.92 - 0- 92.81 - 0- - 0 - 0- $ 92.81 20 $ (20) 120 (120) 125 (32) 70 (70) 15 (15) 50 _____1292 400 $• (307) Statement B-4 STATEMENT OF CASH RECEIPTS AND DISBURSEMENT - GOPHER CONXROL FUND Receipts: General Property Taxes Disbursements: 42008 Other contractual service - Gopher bounties $ 527.00 $ 425 $ (5) $ 425 $.. 102 L L L L L L L L L L L L L STATE SENT OF CASH RECE VILLAGE OF LINO TARES ANOKA COUNTY, MINNESOTA S AID DISBURSEMENTS PAR Statement B-5 P S Receipts: General Sale of Accrued F ED D 96 Property taxes bonds interest on bonds Actual $ 4,098.71 5,025.00 19.38 Total Cash Receipts m Parks and Playgrounds fund $ 9,143.09 1,750.00 Transfers In - General Fund Total Cash Receipts and Transfers in - Parks & Playgrounds fund $ 10,893.09 Disbursement Building improvements and maintenance Engineer's service Other contractual service Power purchases Printing Equipment maintenance General supplies Land and survey s. Lakeview Park Total Cash Disbursements - Parks and Playgrounds fund $ 2,590.09 517.00 4,824.49 62.22 22.00 1,25 180.29 1,612.80 Budget Amount (c Over (under) Budget is omitted) $ 4,250 0 $ (151) 5,025 19 4,250 $ 4,893 • 400 $ 2,190 0 m 517 450 4,375 100 (38) - 0 - 22 - � 300 (120) 3,000 (1 387) 9,810.14 $ 4250 5 560 L L L L L L L L L L L l L L L L L L L VILLAGE OF LINO LAKES ARM COUNTY, MINNESOTA STATEMENT OF CASH RECEIPTS AND DISBUE.S'Ei+R NCS - Actual Statement B-6 Receipts: General Property Taxes Reimbursement for street damaged by utility installation Bid deposit Miscellaneous - resale of chemicals Total Cash Receipts m Road and Bridge fund Transfers In - General Fund Debt Redemption Fund Total Cash Receipts and Transfers Road and Bridge Fund Disbursements: Salaries v full and part time Engineer's service Printing Other contractual services Maintenance and repairs of streets and alleys - commodities General supplies Bid deposit refunds Total Street and Alley Snow and Ice Removal: Salaries Other contractual service Miscellaneous - Snow fence erection & removal Total Snow and Ice Removal Equipment Maintenance Shop: Salaries Printing Maintenance and repair p contracted Maintenance and repair - equipment commodities Tools Motor fuel and lubricants General supplies Garage rent Machinery and automotive equipment Bid deposit refund Insurance and bonds Traffic signs, etc. Miscellaneous Total Equipment Maintenance Street Lighting: Power purchases Total Disbursezments in $ 1,192,41 1,015,00 85.15 11,904.95 3,548.61 10.15 495.00 $ 435.39 1,705.60 90.16 $ 67.07 - 0 11.20 345.14 63.26 422.78 102.80 120.00 1,865.11 1,000,00 0 0 • 0 shop Budget Over (under) Amount Budget (cents omitted) $ 20,048.50 $ 19,905 647.49 1,595.00 60,10 100 $ 22.551.09- $ 20,005 .$ 3,500.00 ___- 3,000.00 $ 28,851.09 $ 18,251.27 2,231.15 3,997.36 144 647 • 1,595 (40) $ 2,346 $ 2,000 $ (808) 500 515 • 0 - 86 6,500 5,405 4,000 (451) 1,000 (990) • 0 - 495 1,000 2,000 100 130 200 600 • 0.. 400 100 • 0 - . 500. - 0 300 200 25 450 10 $ 25,328.22 $ 20,005 (565) (294) (10) (30) (189) (255) 63 23 120 1,365 1,000 (300) (200) (25) 398 $ 5,323 L Statement B -7 VILLAGE OF LINO LAKES ANOKA COUNTY. MINNESOTA STATEMENT OF CASH RECEIPTS AND DISBURSEMENTS - SPECIAL DITCH ASSESSMENT FUND FOR THE YEAR ENDED DECEMBER 31, 1963 Actual Budget Over (under) Amount Budget (cents omitted) Receipts: General Property Taxes $ a 0 $ 560 $ (560) Disbursements: Principal and interest $ _ 0 w $ 560 $ (560) Statement B-8 STATEMENT OF CASH RECEIPTS AND DISBURSEMENTS - DEBT REDEMPTION FUND Receipts: Property Taxes Disbursements (Street Improvement No, 1) Principal repayment Interest Total Disbursements Transfers Out: Total Disbursements and Transfers 969.38 $ m0- $ 969 $ 500,00 $ 0 $ 500 80,00 0 . 80 $ 580.00 $ - 0 a $ 580 3,000,00 Out $ 3,580,00 COMENTS AND DATA PRESENTED FOR INFORMATION AND ANALYSTS (Nat subjected to complete audit procedures) L L L L L L L L L L L L L L 1 L L L L L comtattiTS AND L1 Based on observations made during the course of the audit, we submit the following comments and recommendations: 1. During the year under review there were occasions when the amounts on deposit exceeded the Moral Deposit Insurance coverage, Sec. 118.01 L S.A. states that "... at no time shall the treasurer maintain a deposit in any depository against collateral in excess of ninety percent (90x) of the market value thereof..." and that "... such collateral shall not be redeposited in the bank or trust company furnishing the same ". See pchibit "3 ", for an analysis of the high and low amounts on deposit. 2. Expenditures were made from the Road and Bridge Fund and the Parks and Playgrounds Fund while these funds had deficit balances, Since a check can- not properly be issued against any fund which has a deficit balance, a transfer of a sufficient amount should have been made by proper, council action to eliminate the deficit balances. 3. Our analysis of Justice of the Peace receipts for fines imposed indicated that the village is receiving net amounts. Gross amounts should always be remitted to the village and checks issued for costs. 4. We were unable to reconcile monies received from the sale of licenses to bank deposits due to the lack of information on the receipts and the time that elapsed before making the deposit, A recommendation to aid in correcting this and to avoid additional audit procedures is to include the license number on the receipt. 5. Deposits were not made promptly due to the procedure followed whereby the clerk accumulates receipts, turns it over to the treasurer who makes the deposit. Cash should not be allowed to accumulate. We urge that deposits be made without delay unless minor amounts are involved. 6. The ^pecial Ditch Assessment Fund was originally established in 1961 to record receipts from the levy for the Judicial Ditch #3 liability. For clearer accounting, the funds received for this project should be maintained in this fund until settlement of the dispute. We recommend a transfer of the 1962 and 1963 levy receipts of $873,65 from the Road and Bridge Fund to the Special Ditch Assessment Fund. The transfer will place all tax receipts in the fund set up for this purpose. See Note 1, Statement A. 7. The treasurers and the clerk's fund balances should be adjusted to agree -with the audit report balances as of December 31, 1963. It appears that the village records were not adjusted December 31, 1962 and this accounts for most of the adjustment. The necessary adjustments at December 31,1963 are as follows. Audit Repast Treasurer's & Increase or Fund Balance Clerks Bal. ,(Decrease L__ General Fund Civil Defense Fend Road and Bridge Fund Special Ditch Assessments Totals $ 2,394.35 1,134.21 298.49 528.93 4. 4,355.98 13 $ 3,100.76 $ (706.41) 1,200.16 (65.95) 91.11 207.38 0 0 528.93 $ 4,392.03 $ (36.05) COMMENTS MW RECOMMENDATIONS - continued ustments A. Civil Defense Fund and Special Ditch Assessments are for prior years. B. General Fund reconciliation Difference 1 -1 -63 $ (414.83) Less: General Fund expense charged to Road & Bridge Fund 252.83 Bank service charges not recorded 13.00 Deposit adjustments 13.75 Disbursement adjustments 12.00 Adjustment 12 -31 -63 $ (706.41) CQ Road and Bridge Fund reconciliation Difference 1 -1 -63 $ (70.45) Add: General Fund Expenses charged to Road & Bridge Fund 252.83 Amount clerk's control account exceeds the breakdown in Road & Bridge Fund (disbursement) 25.00 Adjustment 12 -31 -63 $ 207.38 8. The build -up in the Debt Redemption Fund #1 appears to be the result of the payment of the improvement costs in excess of the bond proceeds out of the Road and Bridge Fund while all taxes assessed have been credited to the Debt Redemption Fund. The basis would seem to be as follows: Total cost and expense incurred $ 9,258.18 Less: Village share of improvement $1,500.00 Bond sold 5000.00 6,500.00 Difference $ 2,758.18 Total special assessment on above - $ 8,257.68 The difference of $2,758.18 apparently was paid out of the Road & Bridge fund and it is, to the best of legal council's independent recol- lection a "loan" to be reimbursed from the receipts of the special assessment. Based on the above information and legal council recollection, we recomment that the $3,000.00 temporary transfer be returned and, if legally possible at this point, a permanent transfer be made to the Road and Bridge fund to compensate that fund for amounts paid in excess of its share. However, the transfer should not exceed that amount which would have been received to retire the bonds in accordance with legal requirements. Any balance that msy presently be in excess, or be expected to exist when the bends are completely retired may not be transferred from the fund until the bonds are fully retired. -14- COMMENTS AND RECOMMENDATIONS - continued An additional reason for the build-up in this fund is the 1957, interest and principal requirements of $800.00. paid out of the Road and Bridge fund. The council should authorize a transfer to reitburse this fund for the $800.00. The records were not complete or in a condition to begin the audit function. As a result it was necessary to perform certain routine book - keeping duties such as totalling and balancing the clerks records, reconciling the records to bank balances (apparently not done during the year) and inserting account names, etc. This added to the time required - by us and required extension of auditing procedures to fully satisfy our- selves of the reliability of the records.. We urge that more consideration and time be devoted to maintain the basic and necessary accounting records. Exhibit 1 VILLAGE OF LINO LAKES ANOKA COUNTY, MINNESOTA REQUIREMENT FOR DEBT REDEMPTION, PRINCIPAL AND INTEREST Street Improvement Bonds (Special Assessment Bonds) Street Improvement #1 Street Improvement #2 $5,000.00 4% Interest $6,000.00 3 1/4% Interest Dated 7 -1 -1956 Dated 12 -1 -1963 Total Principal Interest due Interest due Principal 1 -1 7 -1 Principal 6 -1 12 -1 1964 $ 500.00 $ 60.00 $ 210.00 $ 770.00 1965 500.00 40.00 210.00 750.00 1966 500.00 20.00 $ 1,000.00 210.00 1,730.00 1967 1,000.00 175.00 1,175.00 1968 1,000.00 140.00 1,140.00 1969 1,000.00 105.00 1,105.00 1970 1,000.00 70.00 1,070.00 1971 1,000.00 35.00 1,035.00 $ 1,500.00 $ 120.00 $ 6'000.00 $ 1,155.00 $ 8,775.00 Street :. mprovement #1 Payable at First State Bank, New Brighton, Minnesota, Plus service charges. Bonds due after January 1, 1964, will be subject to redemption in inverse numerical order on January 1, 1959, and any interest payment date thereafter at par, accrued interest and a premium of $20.00 for each bond redeemed. Street Improvement #2 Payable at the First State Bank, New Brighton, Minnesota, plus service charges. All bonds maturing after December 1, 1966, will be subject to redemption and prior payment in inverse numerical order on December 1, 1966, and any interest payments date thereafter, at par, accrued interest, and a premium of $20.00 for each bond redeemed. The proceeds from the sale of these bonds were received January 14, 1964, - 16 - 1 -1 -64 7 -1 -64 1 -1 -65 7 -165 1 -1 -66 7 -1 -66 1 -1 -67 7 -1 -67 1 -1 -68 7 -1 -68 1 -1 -69 Exhibit 2 VILLAGE OF LINO LAKES ANOKA COUNTY, MINNESOTA Bond Principal, Interest and Tax Levy Park Improvement Bonds - Dated April 1, 1963 $5,000.00 - 3 1/2 x Interest Principal Interest Total Levy $ 131.25 $ 131.25 87.50 87.50 $ 1,000.00 87.50 1,087.50 70.00 70.00 1,000.00 70.00 1,070.00 52.50 52.50 1,000.00 52.50 1,052.50 35.00 35.00 1,000.00 35.00 1,035.00 17.50 17.50 1,000.00 17,50 1,017.50 $ 5,000.00 $ 656.25 $ 5,656.25 $ 1,375.00 1,200.00 1,200.00 1,150.00 1,150.00 $ 6,075.00 Payable at First State Bank of Coon Rapids, Coon Rapids, Minnesota plus service charges. * Levied in Calendar year shown; collectible in following year. - 17 - V LL&GE OF LINO LAKES ANOKA COUNTY, MINNESOTA Analysis of High & Low Bank Balances For the Year 1963 Exhibit 3 High Low January $ 14,607.26 $ 8,023.69 February 8,185.19 6,087.65 March 8,698.33 5,200.91 April 11,793.29 6,260.88 May 9,187.55 7,923.92 June 9,020.48 4,521.71 July 24,899.42 7,352.21 August 18,852.59 16,158.70 September 16,441.45 13,250.90 October 14,010.86 10,848.88 November 14,010.86 11,000.85 December 15,262.34 1,928.25 - 18