12-22-1958 Packet
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LANE, TERRY & CO.
Certifird Public Account"ntJ
403 EAST FRANKLIN STREET
MEMBER OF
AMERICAN INSTITUTE OF
CERTIFIED PUBLIC ACCOUNTANTS
MURRAY B. LANE, JR.
CHARLES M. TERRY, JR
RICHMOND 19 VIRGINIA
November 20, 1958
Board of Supervisors
County of Chesterfield
Chesterfield, Virginia
Gentlemen:
Our firm has recently canpleted the regular annual audit of Chesterfield
County. A regular audit does not include a detailed analysis of your accounting
system. However, as part of our audit, we reviewed the methods and procedures
used in the system, and would like to suggest the following recommendations for
your consideration.
It is recommended as a sound and well recognized principle of accounting that
cash receipts should be deposited daily in the bank. Under your present system,
cash receipts are held in the Treasurer's office until they have been processed
through his records, and at most, deposited once or twice a week. There are
several dangers in this method of handling cash.
It is also recommended that the payroll systems be studied to see if they can-
not be revised in order to produce the paYroll CheCks,' the payroll journal and the
employeest earning cards in one operation. At present, they are produced in three
separate and distinct operations, which materially increase the chances for mistakes
as well as requiring more time.
We recommended during the course of our audit that the records maintained by
the Water utility Department be periodically compared with the records of the water
utility maintained by the Treasurer. If differences are found, they should be
reconcilied and properly adjusted in order that the two records be in agreement.
There were several differences found in these records at June 30, 1958.
These are only minor refinements in your system, but we feel that if the
above recommendations are followed, they will result in a more efficient operation.
If a more extensive analysis of your system was made, we believe that beneficial
changes could be recommended.
In closing, we would like to thank you for the privilege of auditing the books,
and records of Chesterfield County for the past year.
Very truly yours,
LANE, TERRY & CO.
B{ xC4~.,{/~/,
cc: Mr. J. Gordon Bennett
Auditor of Public Accounts
Richmond, Virginia
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COUNTY OF" CHESTERF"IELO
OFFICE OF THE TREASURER
CHE:5TE:RFIE:LD. VIRGINIA
GEO. W. MOORE, .JR.
TREASURER
December 22, 1958
Mr. Irvin G. Horner
Chairman, Board of Supervisors
4303 Hull street
Richmond, Virginia
Dear Mr. Horner:
Since a dog warden has been appointed for
Chesterfield County under the provisions of Section
29-184.2 of the Code of Virginia, the eompens~tion Board
has declined to participate in the cost of issuing dog
tags at field stations. The current bUdget of the county
has an appropriation of $310.00 which is one-half of the
estimated cost of issuing licenses at field ~tations.
Since the state will not participate in this function of
the treasurer's Office, I respectfully request that this
~oard make an additional appropriation of $310.00, which
I believe will be sufficient to defray the entire cost
of selling dog tags at the field stations.
Recently you were advised that the
treasurer must assume responsibility for the operation
of field stations receiving payment of water bills. You
were also ,advised that it would be necessary to have
these persons bonded, likewise persons selling dog tags
and county motor vehicle licenses must be bonded. The
current budget of the ,County has an appropriation of
$60.00 which would be used to pay the bond premium of
persons selling County auto licenses. I respectfully
request that the Board make an additional appropriation
of $100.00 which I believe will be sufficient to pay the
bond premium of persons collection water bills, selling
dog tags and County auto licenses.
It will be necessary to provide the
persons collecting water bills with rubber stamps etc.
I respectfully request that the Board make an additional
appropriation in the amount of $150.00 to 3A-3l9.
I shall greatly appreciate you presenting
these matters at the next meeting of the Board of
Supervisors and hope they will give favorable consideration
to these requests.
V~~ft~j/
Geo. W. Moore, Jr., Treasurer
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Report of Buildings and Grounds,Committee:
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It is the. recommendation of. the Buildingsahd Grounds Committ~e,
'that:-the old C10rkts.Office be remodeled and turned over to
the School Boarc to be used as administrative offices for said
Board,.
It iSI'ecommended that Sketch 2 as drawn by E.Tucker Carlton,
The questio'n
be amended as ShO'1~ on the accompanying plans. ,
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of using thE)existipg high, ceilings will be investi,gated further
againf!t' the cost of installing dropped ceilings as well' as the
cost(;malysis of cinder ,block walls, versus conventional s,tudding
with sheet rock.
It is recognized ,that additional radiators
must be added to serve. various offices,' that'ne'l-I lights must
be installed, that floor tile must be'replaced or repaired,'
and other minor improvements.
.' It is'recommended that air-conditioning be. accomplished by..
'\1indow un1 ts rather than a cent~l ,system" since the Countyt s
'water supply at the Court House is somewhat limited and the
window units can be more economically operated. Also, it i,s
recommended that consideration be giveri to the using of local
. ,labor in accomplishing much of this, work,and sub-contracting
that which cannot be done economically.
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- 1. .~pace of closets 'in 1 and 2 in hail where,~aiting room
space is needed.
2~ In rooms 3 and 10, tile and change fixtures where
necessary on existing facilities.
3. 'In rooms 2
1-1/2 x 4'
and 6 break the partitions approximately
so that windows will not. have,to be. closed.
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. Partitions in rooms 4, 5 and 6. could be, run ot)ly
,8 feet high,_ ,. ,
Partitions in room 8 should be of cinder block con~truct10n '
. if balcony s~orage 1.s desired.
,Partitions in ro~m 13 to be of 'cinder block construction
plastered to match existing walls.
Overheadl1ghts: shotll.-d 'be dropped to a usable height.',
Air:'-conditioniflg'windOWllI, \.uli'ts can be purchas'ed at. a:
, lat'er' date..,. \ .' , ' , " ;':,. '.
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Estimated Cost:
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Detailed pl~ns'and\spec1:flcations
requested . ' "
if bids are to .be ,.
$1000.00
. Genesal carpentry work if ,partitions, are not,
cinder block, .
'Plumbing'and heating
'Replacing and,repairing floor tile
Electric lighting and re-wiring
Painting
Window units
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3000.00
2000.00
1500.00
3500.00
2000.00
2000.00 .
2500.00
, $17,500.00
,
Mi scel1aneous
.cL,etJ
fl1 /ted t-'7t.
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CHARLES S. TRAMMELL. Putor
5401 Leicester Road
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R. E. RITENOUR, Clerk
lZOZlrbyDrive
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JOHN L. YANCEY. Treasurer
1208 lrby Drive
3Ja~nkc ~nan '[japtist QJ~urt~
Comer of Jahnke and Newall Roads
~ir4IUonb, ~irlJini"
December 17; 1958
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Mr, M. W. Burnett
Executive Secretary
County of Chesterfield
Chesterfield, Virginia
Dear Mr. Burnett:
On May 22, 1958, Mr. Hovatter, Chairman, Board of Trustees,
received a letter from you s~,ting that our request for two street
lights in the area of Jahnke'RQad Baptist Church had been placed on
the agenda of the Light Committee. We were to be informed of the
disposition of this request. At the last Meeting of the Church, the
Clerk was asked to write this letter in hope we would get a reply in
a favorable manner as to our request. If this has been passed on, we
would like to know. If anything can be done by us to help in getting
it through, just let us know. .
We will be looking forward to hearing from you.
Very truly yours,
dk~~~
Herman C. Wells
Clerk
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