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HomeMy WebLinkAbout2016 Annual Reports - Audit Meeting January.pdf TOWN OF ENFIELD COURT BETTY F. POOLE, TOWN JUSTICE 182 ENFIELD MAIN ROAD ITHACA,NY 14850 January 15, 2016 RE: ANNUAL REPORT TOWN OF ENFIELD COURT BETTY F. POOLE, TOWN JUSTICE Activity for Justice Poole's part of the Town of Enfield Court for 2015 is as follows: Number of cases closed: 265 Number of Cases opened: 465 Arraignments for other Courts 14 Charges Transferred to T.C. County 12 Pending Cases—(Includes Scofflaws) 382 FINES AND FEES Criminal, Motor Vehicle $10,085.00 NYS Surcharges 11,876.50 Civil Charges 1,275.00 Bail Poundage 15.00 TOTAL REMITTED TO TOWN OF ENFIELD S 23,251.00 Bail Received $ 5,500.00 ADDITIONAL ACTIVITIES Arrest warrants and Bench warrants issued; search warrants issued; orders of protections issued; conditional discharges;probation inquiries and documentation;jail terms;bench trials;jury trials;motion hearings; felony preliminary hearings held; small claims trials; summary proceedings and warrants of evictions; arraignments for other courts; certificates of dispositions; case researching; processing of scofflaws; decisions written; legal research,pre trial hearings, annual budget processes, implementing on-line access to various web sites, dictation and transcription of hearings and preparing written decisions on all. Attend annual continuing legal education classes and training; attend various county meetings with agencies, TCMA meetings and correspondence. R pectfully stibd, TTY DOLE, Town Justice 1P CHECKLIST FOR ANNUAL REVIEW OF JUSTICE COURT RECORDS 2015 Cash Receipts Book YE NO Are pre-numbered receipt forms issued for all collections? yG5 � Are duplicate copies of receipt forms kept for court records? ye-.9 ry N Are receipts recorded up-to-date? Last Recorded Receipt Z ?/Date Amount 4 16 5, 4 b ❑ Is the receipt book maintained in a manner to identify date received,payer G and the amount of fines,fees,bail and other categories of collection? y 2 El Are deposits identified? �e 5 't1 b ❑ Are duplicate deposit slips kept for court records? y�s ❑ Do deposit amounts agree with cash receipt amount , El Are deposits made within 72 hours of collection? yeEl s e S Are deposits recorded up-to-date? ,/ Last Recorded Deposit# Date 116Amount b Justice Checking Account El Are pre-numbered checks used for all disbursements other than petty cash? j e S 11 Are all checks signed by the Justice? yes ❑ Are checks recorded up-to-date? Last Recorded -g Date j mount b D d Bank Reconciliations El Are bank accounts reconciled promptly after bank statements are received ? y S Last Bank Statement Reconciliation for each Bank Account "XAL Date Preformed onth Ending p 1 1 Additional Supporting Records ❑ Is a list of bail maintained? le 5 �� ❑ Is a record of uncollected installment payments maintained? h b dAeA 0 Dockets and Case Files ❑ Are separate dockets maintained for various classification of cases, such as Vehicle and Traffic, Criminal,Civil and Small Claims? \Cis El Are case files maintained for all cases? y e S Li Are indexes maintained for all cases? d-vatt* /n Qg GkA'x-- ❑ Do dockets for disposed cases appear to be complete? y e s ❑ Do dockets for disposed cases agree with amounts reported? �e 5 Accountability Ll Is accountability determined at the end of each month? ❑ Do accountability amounts agree with bank reconciliations and supporting 'i t information? �Ak Q PZ4� Last determination of Accountability:bate Preformed (4 of(a Month Ending 2� Reports to Division of Criminal Justice Services ❑ Are reports made timely to the Division of Criminal Justice Services? y e S Has the Court received any notices regarding late reporting? 0 If yes, why were reports late and what corrective actions were taken? 2 Reports to Justice Court Fund YES NO El Are monthly reports made timely to the Justice Court Fund? �e 5 11 Do reported amounts agree with cash receipt and disbursement books? Do reported amounts agree with docket dispositions and case files? �e S Has the court received an notices regarding late reporting? h b If yes, why were reports 1 to and what corrective actions were taken? Reporting to Department of Motor Vehicles—TSLE&D Program Information is submitted electronically at the end of every Court day.The number of cases heard, the number pending for more than 60 days and actions that have been taken are on the Annual Report from the Court and is made a part of this report. Overall Evaluation QQPJYVt.d (�w G- �► Audit Committee Date 3 TOWN OF ENFIELD 9 10:59:553 TOWN CLERK'S 2015 ANNUAL REPORT 0:5 RECEIPTS 4 MARRIAGE LICENSES 160.00 48 COPIES 12.00 3 CERTIFIED COPIES 30.00 DECALS 2,314.00 81 BUILDING PERMITS 10,255.00 3 MISCELLANEOUS REVENUE 10.00 4 CULVERT PERMITS 900.00 792 DOG LICENSES 9,403.00 TOTAL RECEIPTS: $23,084.00 DISBURSEMENTS PAID TO SUPERVISOR FOR GENERAL FUND 18,783.57 PAID TO SUPERVISOR FOR CULVERT PERMITS 900.00 PAID TO NYS DEC FOR DECALS 2,186.43 PAID TO NYS ANIMAL POPULATION CONTROL FUND 1124.00 PAID TO NYS HEALTH DEPT FOR MARRIAGE LICENSES 90.00 TOTAL DISBURSEMENTS: $23,084.00 Z" ALICE LINTON,TOWN CLERK JANUARY 2,2016 CHECKLIST FOR REVIEW OF TOWN CLERK'S RECORDS 2015 Cash Receipts Book YES NO m Where does the Town Clerk maintain her funds? ©mo k i n6 I f u:5 U m Is the cash receipts book maintained up-to-date? y S ❑ Is the cash receipts book maintained in a manner to identify date received,payer, purpose and the amount (either individual or totals referenced to subsidiary receipt records, e.g. building permits, driveway pipes) 1 e5 ❑ Are deposits identified? le- 5 \)-e 5 ❑ Do deposit amounts agree with cash receipt amount'57. ❑ Are deposits made in a timely manner? RRL ❑ Are different routes taken to the bank when the clerk is making a deposit? Ye s ElAre deposits recorded up-to-date? Last Recorded Deposit Date 12,181 10 Amount Z'0 O Q ❑ Is the cash re eipts book totaled and summarized at the end of each month? e 5 Cash Disbursement Book k ' El Is the cash disbursement book maintained up-to-date? y e S ❑ Is the cash disbursement book maintained in a manner to identify amount yes disbursed? ❑ Are pre-numbered checks used for all disbursements other than petty cash? ❑ Are all checks signed by the Town Clerk? ❑ Are copies of canceled checks returned with bank statements and maintained on file? / ❑ Are checks recorded up-to-date? eJ Last Recorded Check # Jq(9q Date 1 6 Amount 1 Cash Reconciliations ❑ Are bank accounts reconciled? ye 5 na ❑ Are bank accounts reconciled by a second person? ❑ Does the reconciled bank balance agree with the cash balance record in the S accounting records? Last Bank Reconciliation for each BankAccount: ri Date Preformed i 1711( Month Ending: ❑ Is accountability (what the town clerk owes the Supervisor) determined at the end of each month? ❑ Does the accountability amount agree with bank reconciliation and supporting records? � e s Reporting El Are monthly reports and payments made to the Supervisor? e S ❑ Are monthly reports and payments made timely to of er agencies? e S �ePfi . 6 Flea 1 , pep � fit b 0, W)n.� El Do reported amounts on monthly reports agree with cash receipts and + r disbursements book? ye Other Concerns ❑ Are unused checks safeguarded? 166kecA ElAre undeposited cash receipts safeguarded? 10(k ed � V ❑ Are unissued licenses (e.g.,hunting, dog) safeguarded? I ocked i l p Are receivable control accounts maintained, if applicable? r1& � El Are revenues from town clerk fees compared with those of previous years? &"Y 2 Overall Evaluation Audit Committee Date • as 1 lvt� / g-6 /76 3