STATE OF MINNESOTA OFFICE OF THE STATE AUDITOR

Transcription

1 STATE OF MINNESOTA OFFICE OF THE STATE AUDITOR SUITE PARK STREET (651) (Voice) (651) (Fax) PATRICIA ANDERSON SAINT PAUL, MN ( ) STATE AUDITOR (Relay Service) January 20, 2006 Dear Town Clerk: Minnesota Statutes 6.74 requires townships to file a financial report annually with the Office of the State Auditor. The enclosed Township Financial Reporting Form for the Year Ended December 31, 2005, provides uniform data to the Minnesota Legislature, the U.S. Census Bureau and other interested parties. According to our records, your town is reporting on a cash basis and is not using the Small City and Town Accounting System (CTAS). Township clerks and treasurers should have the form completed in time for the board of audit. This gives the town board of audit an opportunity to review the reporting form. After it has been reviewed, the Chairperson must sign the report. Reporting forms that are incomplete or missing signatures may be returned. Please refer to the enclosed instructions for the proper classification of receipts and disbursements. For your convenience, an electronic reporting tool is available for reporting the financial information. The tool can be downloaded from our website at If you choose to use the tool, you have a choice of copying the file to a disk and mailing it or ing the file to our office at cashtown@auditor.state.mn.us. When ing the form, the body of the should contain the name of the person sending the reports, their title, the name of the town and the county in which they are located. The subject line of the should contain the name of your town. Please complete and return the form to the Office of the State Auditor, Government Information Division, 525 Park Street, Suite 500, St. Paul, Minnesota, 55103, by March 1, A copy of the form should be retained for your township records. Thank you for your cooperation and assistance in reporting for If you need additional forms or have any questions, please Ms. Trudy Specht at Trudy.Specht@state.mn.us or call her at (651) Sincerely, David R. Kazeck, Supervisor Government Information Division Enclosures An Equal Opportunity Employer

2 TOWNSHIP FINANCIAL REPORTING FORM INSTRUCTIONS For the Year Ended December 31, 2005 CLERK'S CASH BALANCE - Beginning of Year: Cash Balance Beginning of Year should equal the Cash Balance reported for the year ended December 31, DO NOT INCLUDE SAVINGS ACCOUNTS AND INVESTMENT BALANCES. INVESTMENTS - Beginning of Year: Balance of all savings accounts and investments. Investments - Beginning of Year should equal the investments reported for the year ended December 31, SECTION I: RECEIPTS (Round amounts to the nearest dollar) TAXES: All property taxes certified to the county auditor (tax levy) and collected for your town by the county auditor (Tax Settlements). Include the following: Real and personal property tax collected from current and prior levies, including penalties and interest on delinquent taxes (include fiscal disparities in Metro counties) Proceeds from the sale of tax-forfeited property Fees and costs on delinquent taxes Mobile home tax Road and bridge tax Light and power taxes Gravel tax Do not include the following: Residential (Real), Agricultural and Manufactured Home Market Value Credits Highway User Tax (Gas Tax, Town Road Allotment) Other aids or grants LICENSES AND PERMITS: Beer licenses, building permits, zoning fees, hunting permits, and other licenses and permits issued in connection with business or other activity; inspection fees collected in connection with the issuance or renewal of a license or permit. FEDERAL GRANTS: All direct federal grants. STATE: Include grants or aids from the State: Residential Market Value Credit Residential (Real) Market Value Credit Manufactured Home Market Value Credit Agricultural Market Value Credit Highway User Tax (gas tax): Apportioned by the County (Town Road Allotment) -1

3 Other Aids or Grants (Identify) Taconite Grants and Aids Disparity Reduction Aid Mineral Rents and Royalties - DNR (apportioned by the County) 2% Fire Aid All other state payments that do not fall into the above categories. COUNTY: Grants or aids from the County. DO NOT INCLUDE PROPERTY TAXES. Although the county auditor may collect property taxes for your town, do not confuse these funds as county grants or aids. Aids or Grants for Roads - Aid payment from the County for town roads, not Gas Tax. Other Aids or Grants - All other county grants. LOCAL UNITS GRANTS: Aids from the Iron Range Resources and Rehabilitation Board (IRRRB), and grants from cities or other governmental units. Please identify the source of each of these grants received. Do not include charges for services performed. CHARGES FOR SERVICES: Water and Sewer - Revenues from charges to customers for town-operated water or sewer systems. All Other - Filing fees or any other revenues received for services performed. MISCELLANEOUS: Interest Earnings - From checking accounts, savings and investments. Special Assessments - Including interest and penalties levied against benefited properties, for water, sewer and street improvements. Other Receipts - Fines, insurance claims, other refunds or reimbursements, such as gopher bounty, and all other receipts not included above. BORROWING: Road and Bridge Bonds or Notes - Net proceeds (cash received) on new bonds or notes issued for road and bridge purposes. Other Bonds or Notes - Net proceeds of other bonds or notes issued during the year. INVESTMENTS, SAVINGS, ETC.: Sale of investments (certificates of deposit) or withdrawals from savings. TRANSFERS IN FROM OTHER FUNDS: Amounts transferred from other funds during the year. This amount should equal transfers out. Do not include amounts transferred from savings to checking. TOTAL RECEIPTS: Total of lines 3 through 21 in Section I. Do not include the clerk's balances (lines 1 and 2) on this line. -2

4 SECTION II: DISBURSEMENTS (Round amounts to the nearest dollar) Separate current expenditures and capital outlay. Current expenditures include salaries and operating expenses such as fuel, supplies and repairs. Capital outlays are expenditures for the purchase of buildings, street construction, and purchases of equipment, machinery and land. General Guideline: A capital outlay purchase exceeds $100 and has a life span of more than 1 year. Installment purchases for vehicles should be entered as capital outlay. GENERAL GOVERNMENT: Expenditures such as township governing body, clerk, treasurer, town hall, office expense, hall utilities, clerk and treasurer's bond, postage, attorney, auditing, tax assessment and collection, elections, and so forth. FIRE PROTECTION: Cost of fire service contracts, fire expense such as wages, operating expense, supplies, etc. OTHER PUBLIC SAFETY: Police and other expenditures for enforcement of law and order. Include other public safety expenditures, such as ambulance service, civil defense, and animal control. WATER AND SEWER SYSTEM: Operating expenditures of township-operated water and sewer systems. Identify the type of public enterprise being reported. DO NOT INCLUDE DUMP AND GARBAGE EXPENSE OR HALL UTILITIES. ROAD AND BRIDGE: Maintenance - expenditures for grading, gravel, patching materials, electricity for street lighting, and operating expense for road equipment. Include amounts paid to the county for road materials and services here and on line 24. Snow removal and sanding - show separately from maintenance. Road construction - cost of new construction/reconstruction projects including engineering. New equipment or new garage - amount paid for equipment purchased, new machinery, and new road and bridge building or garage. ALL OTHER EXPENDITURES: Any disbursements for activities not shown above, such as recreation, refuse collection, cemetery, gopher bounty, etc. ROAD AND BRIDGE BONDS OR NOTES: Principal and interest paid for road and bridge bonds or notes. Identify the principal amount and the interest amount. OTHER BONDS OR NOTES: Principal and interest paid for bonds or notes. Identify the principal amount and the interest amount. Road and bridge bonded debt should be entered on lines 15 and 16. Do not include bonding for clerk or treasurer here. INVESTMENTS, SAVINGS, ETC.: Purchases of investments (certificates of deposit) and savings account deposits, bid deposits, trust and agency, etc., during the year. TRANSFERS OUT TO OTHER FUNDS: Amounts transferred to other funds during the year. This amount should equal transfers in. Do not include money transferred from checking account to savings account. TOTAL DISBURSEMENTS: Total of lines 1 through 20 in Section II. -3

5 CLERK'S CASH BALANCE - END OF YEAR: Cash Balance equals Beginning of Year Cash Balance plus Total Receipts less Total Disbursements. Enter the cash balance of the clerk's operating account (checking account) for the end of the year. DO NOT INCLUDE SAVINGS ACCOUNTS AND INVESTMENT BALANCES. INVESTMENT BALANCE - END OF YEAR: Balance of all savings accounts and investments. PAID TO COUNTY: Road materials and services (also shown in Section II - lines 9 thru 12). SECTION III: INDEBTEDNESS (Principal Amounts Only). BONDED DEBT (BONDS): Show the amount of bonds issued, principal paid, and outstanding balances by appropriate category. Identify which bonds are road and bridge bonds. OTHER LONG-TERM DEBT: Include equipment certificates of indebtedness, installment purchase contracts for road grader or fire truck, or other interest-bearing obligations with a term of more than one year. SHORT-TERM DEBT: Tax anticipation notes, orders not paid for want of funds, and other interest-bearing obligations with a term of less than one year. Include a description for each. SECTION IV: INVESTMENTS Report investment transactions for the current year in this section. Balance End of Year should equal amount shown in Section II - line 23. Interest earnings listed here should be reported in Section I. SECTION V: PERSONNEL EXPENDITURES - ALL FUNDS Report the total for personnel expenditures. Do not include payments on contracts for services. Mail a copy of the reporting form to the Office of the State Auditor BEFORE MARCH 1, 2006: Office of the State Auditor Government Information Division 525 Park Street, Suite 500 St. Paul, MN Retain a copy of the reporting form for the township's records. -4

6 Office of the State Auditor Town Financial Reporting Form Towns Reporting Using the Cash Basis of Accounting Town of County of Government Information Division 525 Park Street, Suite 500 St. Paul, Minnesota Phone: (651) Fax: (651) Web site: For the Year Ended December 31, 2005 Please complete this form per Minn. Stat. Sec and return by March 1st This report has been prepared from the records of the town and includes, to the best of my knowledge, all transactions for all funds of the town for the year ended December 31, Name Phone # Address** Town Clerk: Town Treasurer Signature of Clerk or Treasurer: Town Chairperson: Signature of Chairperson: Supervisors Date Date Please check if the offices of clerk and treasurer combined into the office of town clerk-treasurer. Do the total revenues for all funds exceed $158,850? Please check if your town is being audited by an independent accounting firm for the current year.* Yes No Audit Firm: Township Mailing Address** Name: Address: City/State/Zip: * Please send a copy of the audit to the Office of the State Auditor. ** This information will be used for future correspondence with the township.

7 TOWNSHIP FINANCIAL REPORTING FORM For the Year Ended December 31, 2005 STATE USE ONLY Town of County of Net Tax Levy Sp. Assess. Levy MV Res MV Agr MV MH Other 1 Clerk's Cash Balance - Beginning of Year (January 1, 2005) 1 2 Investments (savings) - Beginning of Year (page 3, line 21) 2 SECTION I: RECEIPTS Round Amounts to the Nearest Dollar 3 Taxes (real and personal property ) (31000) 3 4 Licenses and Permits (32000) 4 5 Federal Grants (33100) 5 State: 6 Residential (Real) Market Value Credit (including manufactured home) 6 7 Agricultural Market Value Credit 7 8 Highway User Tax (gas tax) (33418) 8 9 Other Aids or Grants (33400) 9 County: 10 Aids or Grants for Roads (33610) Other Aids or Grants (33620) Local Units Grants: Aids (IRRRB, etc.) (33630) 12 Charges for Services: 13 Water & Sewer (town operated) (37000) All Other (34000) 14 Miscellaneous: 15 Interest Earnings (36210) Special Assessments (36100) Other Receipts (refunds, etc.) (36200) 17 Borrowing: 18 Road and Bridge Bonds or Notes (39300) Other Bonds or Notes (39300) Investments, Savings, etc. (sales, withdrawals) (36290) Transfers in from Other Funds (39200) 21 Total All Funds 22 Total Receipts (Lines 3 through 21) 22-1

8 TOWNSHIP FINANCIAL REPORTING FORM For the Year Ended December 31, 2005 SECTION II: DISBURSEMENTS Round Amounts to the Nearest Dollar General Government: (41000) 1 Current Expenditures 1 2 Capital Outlay 2 Fire Protection: (42200) 3 Current Expenditures 3 4 Capital Outlay 4 Other Public Safety: (42000) 5 Current Expenditures 5 6 Capital Outlay 6 Water & Sewer: (town operated) ( ) 7 Current Expenditures 7 8 Capital Outlay 8 Road and Bridge (43100) 9 Maintenance (gravel) 9 10 Snow Removal and Sanding (43125) Road Construction (new/reconstruction) New Equipment or New Garage 12 All Other Expenditures: ( ) 13 Current Expenditures Capital Outlay 14 Road & Bridge Bonds or Notes: (47000) 15 Principal Paid Interest Paid 16 Other Bonds or Notes: (47000) 17 Principal Paid Interest Paid Investments, Savings, etc. (purchases, deposits) (49350) Transfers out to Other Funds (49300) Total Disbursements (Lines 1 through 20) 21 Total All Funds 22 Clerk's Cash Balance - End of Year (December 31, 2005) Investments (savings) - End of Year (page 3, line 21) Paid to County - Road Materials/Services (also included above) 24-2

9 SECTION III: INDEBTEDNESS Please identify all road and bridge indebtedness BONDED INDEBTEDNESS Road & Bridge Outstanding Issued Principal Paid Outstanding Type of Bonds Yes No Beginning of Year During the Year During the Year End of Year 1 General Obligation: Total General Obligation 5 G.O. Special Assessment: Total G.O. Special Assessment 9 Other: (identify) 10 Total Bonded Indebtedness OTHER LONG-TERM DEBT 11 Installment Purchase Contracts Certificate of Indebtedness Other Long-term Debt (notes) Total Other Long-term Debt SHORT-TERM DEBT Total Short-term Debt SECTION IV: INVESTMENTS 21 Investments Include: Balance Interest Earned Purchases Sales Balance Savings Accounts, CD's Beginning of Year During the Year Deposits Withdrawals End of Year Money Market, etc. SECTION V: PERSONNEL EXPENDITURES 22 Gross salaries and wages for township officers and for all regular, temporary and part-time employees of your town, including amounts paid for meetings (also included in Section II). Please indicate anything unique to your town or any extraordinary circumstances that occurred which may have impacted the 2005 financial report (i.e., natural disasters, major capital improvements, etc.). - 3