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HomeMy WebLinkAboutI - 03b Audit Letter Greg LeachTOWN OF CORTLANDVILLE THE RAYMOND %ma iiHORPE MUNICIPAL BUILDING �� fr a •�4 '1 r_ 3577 Terrace Rd. Cortland, New York 13045 Phone (607) 756-6091 Fax (607) 758-7922 TDD 1-800-662-1220 supervisor Town Board Members Attorney Tom Williams Jay Cobb, Deputy Supervisor John A. DelVecchio Jeff Guido, Deputy Supervisor Ted Testa Greg Leach January I1, 2022 Tom Williams, Supervisor Town of Cortlandville The Raymond G. Thorpe Municipal Building 3577 Terrace Road Cortland, New York 13045 Re: Annual review of the Town of Cortlandville Justice Records &Documents for the year 2021 Dear Supervisor Williams; Please be advised that as Town Board Member, I have reviewed the Town of Cortlandville Justice Records & Documents for the year 2021 on January 11, 2022. It is my determination that the 2021 Town of Cortlandville Justice Records & Documents are all in order. If you should have any questions, please feel free to contact me at the above number. Sincerely, A4/U� Greg Leach, Town Board Member The Tmvn of Cortlnndvl!!e 1c tar equal opportunity provider nnr( employer. Ifynn hulsh to file n Civil Rights prngrmn cnnrpinlut ofdLscrluduntmr, enahplete the USDA Prngrmu Dlscriuduntinx Cmupiniut Pornr, found online h(tp.://ivrvw.nsd:usrla.gov/comp/nintflin�cus(.hhnl, or nt cruy USDA office, m' call (866)632-9992 to rer/nest thefor•nr. You nary also rvr•ite a letter containing all ofthe information requested in the farm or letter in thefornr. Send your complete complaint form or letter to as by umil at U.S. Department of Agriculture, Director, Office of Adjudication,1400 Independence Avenue, S. W., lVashingiou D.C. 20250-9410, by fax (202)690-7442 or email at promnnd'utake(a)ucda.gnv, Appendix F - General Recordkeeping Requirements for Town and Village Justice Courts continued Checklist for Review of Justice our Records Cash Receipts XES I N Is the cash receipts journal upAo-date? Is the cash receipts journal maintained in a manner that identifies the date received, payer, and the amount of fines, fees, bail, and/or other categories of I I{ collection? Are pre -numbered receipt forms issued for all collections? Arc duplicate receipt copies kept for court records? Are receipts recorded up-to-date? Last Recorded Receipt: # 1141rl `'yDate Il " 1. /' I I Amount 5 D �_ Are duplicate deposit slips kept for court records? ,�` � Do deposit amounts agree with cash receipt amounts? v, o Are deposits made timely (within 72 hours of collection, exclusive of Sundays and C31 0 holidays) and recorded up-to-date? Last Recorded Deposit: Date / 3 l Are un -deposited cash receipts safeguarded? El Q Is the cash receipts journal totaled and swmnarized monthly? (� Cash Disbursements Is the Dash disbursements journal up-to-date'? Is the cash disbursements journal maintained In a manner to identify individua ml aounts disbursed either individually or totals referenced to abstracts or payrolls? Are pre -numbered checks used for all disbursements (other than petty cash)? Are all checks signed by thejustice? IAce canceled checks or check images rehuned with bank statements and maintainedOil file? 01� Are all unused checks properly controlled (blank check stock)? Are checks recorded up-to-date? .Y Last Recorded Check: # lL'L' Date is `Z' Amount _ 7 v �t YCS 1V0 f I -DlViilon of rocatGoyer m N hd School A<cgBnfabllllY __. Appendix F General Recordkeeping Requirements for Town and Village Justice Courts continued Casit Reconciliations Is the batilc accomrt reconciled after bank statements are received? Last Bank Reconciliation for Bach BanlcAccowrt: We Perforated / — // — �2 ;2� Mouth Ending b 6 t✓ zoz-t Deuosit Protecflon Has the bank pledged adequate, eligible secur4ties to protect court deposits that exceed FDIC insurance protection, if applicable? f Additional Sunnortine Records I is a list of bail maintained? Is a record of uncollected installment payments maintained? Docltets and Case Files Are separate dockets maintained for various classifications of cases, such as vehicle and traffic, criminal, civil, and small claims? Are case files maintained for all cases? Are indexes maintained for all cases? IN ltitVw uTy,r, '{w1 wvt Gtc� Do dockets for disposed cases appear to be complete? Do dockets fordisposed cases agree with amounts reported? Accountability YTS Is accountability (a comparison of cash to liabilities) determined at the end of each � ❑ month? / Do liabilities (as recorded in the court's records) agree with net bank balances (as ❑,I ❑ evidenced on monthly bank reconciliations) plus any cash on hand as of a specified date? Last Determination of Accountability: Date Petforrned /—//-2z. Month Ending PG' C, )02- - plpidpn of top41 G,vvnr�$manlund Sch I Acc unlnbiUty Appendix F - General Recordkeeping Requirements for Town and Village Justice Courts continued Reports to Division of Criminal Justice Services Are reports made timely to the Division of Criminal Justice Services? Has the court received any notices regarding late reporting? If yes, why were reports Late and what corrective actions were taken? Reports to Justice Court Fund Are monthly reports made timely to the Justice Court Fund? Do reported amounts agree with cash receipt and disbursement books? Do reported amounts agree with docket dispositions and case files? L ❑ +1 ❑ Last Report SuGn:itted: hlliriaY Month Ending DSL Date I ` I -;;7•Z Arnount `It/ �%D/ o0 Has the court received any notices regarding late reporting? ❑ �/ If yes, why were reports late and what corrective actions were taken? Renortin>T.ta Department of Motor Vehicles -TSLE&D Proeram YES NO Is information reported timely to TSLE&D7 W I611,lY ❑ Are reports from TSLE&D to the court maintained and utilized? ©/ ❑ Last TSLE&D Report Available: Date / -- // " Z L How many cases are shown as pending in the last TSLE&D report? l,wlto cq w ❑ ❑ Is the number of pending cases reasonable? IT I ❑ I How many cases are shown as pending for more than 90 days? q OT ht YbI >! ❑ I ❑ What actions have been taken to dispose of these cases? r2 W i to* I% � e2 W --G. ❑ n I Has the court received any notices regarding pending cases? ❑ (g /b l� & 414Q If yes, why were the cases pending and what corrective actions were talren, tf any? Has the court received any notices regarding late monthly reporting? ❑ 10/I ' Y .'Pi11!iuJl!MY9MW1�l��W!M�IAY.. � r 9ivi�on o1r eossminaot Ana �cf,oetticauasre'blllfy sol _ _ - j Appendix F - General Recordkeeping Requirements for Town and Village Justice Courts continued If yes, wiry were the reports late and what corrective actions were talten? Comments and Conclusim�s los l 6pVa7PMpnf 51 A«oupiPblldy� - _ of 4Pd�$sb _, YDIv1sIPn _ ,•