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HomeMy WebLinkAboutCOMM - Meeting Minutes - 114 - 12-23-1965 - COMMISSIONER522 MINUTE BOOK BOARD OF COUNTY COMMISSIONERS WASHINGTON e_COUNTY, PENNSYLVANIA ,MICHAEL R. FLYNN, JOHN P. BEVEC, JOHN MAZZA, COMMISSIONERS NO. 114 Office of the County Commissioners Washington, Pa., December 23, 1965 Board of County Commissioners met in regular session with the following members being, present: Commissioners Flynn, Bevec and Mazza. . Also present being: Chief Clerk Debreczeni, Jr., Deputy Controller Whalen, Mr. Basich of the Washington County Planning Commission and Reporter Robertson. Meeting called to order by Chairman and roll call taken: Mr. Mazza - Present; Mr. Bevec - Present; Mr. Flynn - Present. Chairman asked if there were any corrections, additions or omissions to Minute No. 113, each Commissioner having received a copy. Moved by Mr. Mazza, seconded by Mr. Bevec, that Minute No. 113, be approved as read. Roll call vote taken: Mr. Mazza - Yes; Mr. Bevec -- Yes; Mr. Flynn - Yes. Motion carried unanimously. Old Business: None Mr. Sittler of the Taxpayers' Association entered the meeting. An invoice was received from Joseph F. Bontempo & Associates, Registered Architects; invoice reviewed and discussed and will be checked out as to proper payment. Deputy Controller Whalen presented the following change in accounting procedure to the Board for its approval. To: All County Offices From: Peter Elish, County Controller Subject: Accounting Procedure - Funds Received Under the present procedure, the County Treasurer issues a proper receipt in duplicate to all Departments at the time funds are received. These receipt copies are then countersigned by the Controller, the original copy retained by the Controller and the duplicate copy is retained by the Department- involved for their record. This procedure is proper and will be continued. To allocate funds received to the proper budget category, it will be mandatory for all Departments depositing funds with the County Treasurer to complete a Distribution -Funds Received" form which will properly inform this office of the nature and origin of all funds received. This form will be in duplicate, the original copy being attached to the Controller's copy of the Treasurer's receipt at the time the receipt is presented to the Controller for countersignature. The Controller's Office will not accept or countersign any receipt unless this "Distribution -Funds Received" form is properly attached to the Controller's copy of the Treasurer's receipt. No one has a better knowledge of funds received than the receiving department and to facilitate the application of proper account numbers for all receipts, we are attaching a copy of the Receipts section of the County Budget. You will have no difficulty in classifying funds if you will familiarize yourself with the various accounts 11 1 11 MINUTE B o 0 K BOARD OF COUNTY COMMISSIONERS WASHINGTON COUNTY, PENNSYLVANIA MICHAEL R. FLYNN, JOHN P. BEVEC, JOHN MAZZA, COMMISSIONERS L 7 which affect your Department. For example, The Institution Department receives the sum of $10, 000. 00 from the Commonwealth of Pennsylvania for Public Assistance, including M.A.A. In this trans action, the `Distribution -Funds Received" form would reflect; Account No. 6-B-7 - Commonwealth of Pennsylvania $10, 000. 00; another example, The Recorder of Deeds depot $8, 500. 00 with the County Treasurer for December 1965 receipts; this transaction would reflect: Account No. 7-B - Monthly receipts - December, 1965 - $8, 500. 00. We are fully cognizant of the fact that this procedure will represent some additional minor detail, however this procedure will insure accuracy in receipts AcI and therefore the end result is of vital accounting importance. If you have any questions relative to this mandatory change in procedure, kindly contact this office immediately. Peter Elish / s / PETER ELISH, COUNTY CONTROLLER Mrs. Amor Flenniken, Director of the Tax Claim Bureau, entered the meeting. In presenting the above accounting procedure change for review, Mr. Whalen informed the Board that the new procedure had been discussed with Budget Director Gillespie and should there be any question from any source they might direct them to either. Mr. Gillespie or himself for discussion. The new procedure would simplify the work in the Controller's` Office and make record leeping foolproof as far as funds received are concerned. Mr. Whalen: Each department deposits with the Treasurer and they in turn receive a receipt and it is difficult to properly allocate the receipts to the proper ace This has been a real problem to credit the receipts properly and I would like to recom- mend that the Board of County Commissioners approve this procedure, effective January 3, 1965. Mr. Bevec: Up to now, the receipts are all generalities. Mr. Flynn: Is your office prepared to enforce this procedure January 3, 1966. Mr. Whalen: Yes; we are ready to go into this. Mr. Mazza: The new procedure seems to remove the guess work. Moved by Mr. Bevec, seconded by Mr. Mazza, that the accounting procedure in reference to receipts as presented by the County Controller's Office be approved; this action to be effective January 3, 1966. Roll call vote taken: Mr, Mazza - Yes; Mr. Bevec - Yes; Mr. Flynn - Yes. Motion carried unanimously. Mrs. Flenniken, Director of the Tax Claim Bureau, informed the Board the audit of the 1964 County Treasurer;s Delinquent Taxes could not be completed until the 1964 County Treasurer's delinquent records had been audited. At the present date, the County Controller has checked the collections and find them to be in order; however, the liened certification and increases and decrea(ges must be checked; this should be ready 524 MINUTE BOOK BOARD OF COUNTY COMMISSIONERS WASHINGTON "COUNTY, PENNSYLVANIA :MICHAEL R. FLYNN, JOHN P. SEVEC, JOHN MAZZA, COMMISSIONERS by January 15, 1966. Mrs. Flenniken also stated she would' be glad to put in the extra time required to complete the necessary work. The Board made note that the Tax Claim Bureau is short on personnel and the employees of the office had been working a lot of nights. Mrs. Flenniken left the meeting. Chairman made inquiry as to who would be responsible for the payme of fees to the firm retained in the recent court order issued, for the purpose of an audit of the records for the year 1963 and six (6) days of 1964 concerning the $50, 000 discrepancy. Mr. Whalen: In checking with our Solicitor, we felt that it would be in order for our office through our solicitor to file the petition with the Courts relative to the question you have asked. Chief Clerk was instructed to arrange a meeting as soon as possible to include the Courts, County Controller, and Commissioners to discuss this matter. Moved by Mr. Mazza, seconded by Mr. Bevec, that this meeting adjourn. Meeting adjourned. THE FOREGOING MINUTE READ AND APPROVED: I F1