Minutes 11/23/1982 - Laserfiche WebLink

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TUESDAY NOVEMBER 23, 1982 The City should consider expanding the responsibi I ities of the del inquent tax collector to include collection efforts on del inquent personal property taxes as well as rea I estate taxes. As with any manually maintained accounting system existing for years without regular reconciliations, a number of inaccuracies occurred in the area of Real and Personal Property Taxes. When these prior year taxes were posted to the computer system, the Treasurer made no effort to reconcile or validate his records. Therefore, the inaccuracies were posted to the computerized system. - A major portion of the Auditor's time was spent this year in locating and resolving these inaccuracies. Now that most of the errors have been found and corrected, the computer will provide the Budget and Accounting Division with the necessary information from both the Tax System and the Cash Receipts System so that a reconciliation can be performed each month without having to rely upon the Treasurer for any additional data. How- ever, it will be incumbent upon the Treasurer to seek a reconciliation with the Finance Department if he maintains any manual ledgers. HOUSING REHABILITATION LOAN REPAYMENTS Timely entries are not being mad3 to record transactions covering principal and interest payments on housing re- habilitation loans. Monthly, upon receipt of information from the collection agent, such principal and interest payments should be recorded in the finance department and treasurer's records. Transactions through June 30, 1982, have been included in these financial statements. Due to the nature of the loans and grants and in view of the complex repayment and/or partial relief from repaying the loans, an administrative decision was made to exclude this program from the City's regular financial records and to rely totally upon the servicing bank for the accounting of these funds. However, since the auditor is not in agreement with this decision the necessary accounts have been set up (in the Finance Depart- ment) and the procedures established between Finance and the Housing Rehabilitation Office to account internally for these funds. PAYMENTS TO VENDORS In some cases, substantially blank signed checks are being sen t to vendors. Checks cover i ng vendors' i nvo ices requ i ring more than one remittance advice statement should be voided and reta i ned rather than ma i I ed to vendors. - With the advent of the computerized checkwriting system, from Southern Data Systems, we began to reflect the vendor's invoice number on each check stub. As long as a vendor had less than ten invoices in the system a check was printed for the total amount and each invoice was listed on the stub. This assisted the vendor in posting payments received and