FYI below…
Lauren
Lauren B. Clark
Assistant to the Director
Public Works Department
Town of Addison
16801 Westgrove
Addison, TX 75001
Phone: (972) 450-2879
Fax: (972) 450-2837
Email: lclark@addisontx.gov
From: Marisa Perry
Sent: Monday, May 24, 2010 12:31 PM
To: Lauren Clark
Subject: RE: Wrong Account Numbers - Vitruvian Project 83100
Lauren,
I talked to Randy about this and we agree on how to handle these charges. All of the charges for Brookhaven Condemnation were charged to 83100 Vitruvian until we created 03300 Spring
Valley/Brookhaven Intersection Improvements a few months ago.
For the items you mentioned below that were charged during the current fiscal year, we will do a JE to move them to 03300 (total of $3,871.64).
For the items that were charged last fiscal year, we cannot do a JE to move them. Once the fiscal year is closed out, we can’t adjust revenues or expenditures. However, we can do a
“budget adjustment” to take money from the 03300 and move it into 83100. In addition to the ones you mentioned below, there was $6,137.02 for Cowles & Thompson charged to the same account
on 8/10/09 (you can see past year’s transactions on the GLHSQ screen and put in 10/01/08 for the date). We will do “budget adjustment” for the $6,137.02 to move this amount from 03300
and back into 83100. Therefore our total “budget adjustment” will be $36,393.20 charged to 03300 and moved back into 83100. This is shown in the attached document in the third quarter
of FY 2010.
Let me know if you need anything else!
Thanks,
Marisa
From: Lauren Clark
Sent: Friday, May 21, 2010 10:15 AM
To: Marisa Perry
Cc: Clay Barnett
Subject: Wrong Account Numbers - Vitruvian Project 83100
Marisa:
I left a voicemail for you but wanted to go through the invoices that were incorrectly coded to the Vitruvian (83100) account but should be charged to the Brookhaven Condemnation account
(03300):
Y:\Capital Project Files\83100\Cowles & Thompson 011310.pdf
This should be coded to Brookhaven Condemnation not Vitruvian
We will do JE to move the $3,451.64 to 03300 instead.
Y:\Capital Project Files\83100\Cowles & Thompson 012209.pdf
This should be coded to Brookhaven Condemnation not Vitruvian
We will do “budget adjustment” for the $105.00 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 021709.pdf
This should be coded to Brookhaven Condemnation not Vitruvian
We will do “budget adjustment” for the $930.00 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 031210.pdf
I’m confused on what these charges were for- it doesn’t appear to have any back up
Page 5 of the file shows the breakdown of the $240 – 1.6 total hours at $150 per hour. This $240 is charged to 03300 and therefore is correct.
Y:\Capital Project Files\83100\Cowles & Thompson 031909.pdf
This should be coded to Brookhaven Condemnation not Vitruvian
We will do “budget adjustment” for the $1,945.12 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 042409.pdf
This should be coded to Brookhaven Condemnation not Vitruvian
We will do “budget adjustment” for the $4,445.00 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 052109.pdf
This should be coded to Brookhaven Condemnation not Vitruvian
We will do “budget adjustment” for the $1,396.25 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 061909.pdf
This should be coded to Brookhaven Condemnation not Vitruvian
We will do “budget adjustment” for the $10,126.15 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 082009.pdf
This one is only partially wrong, the charge to Brookhaven Condemnation is the wrong account
We will do “budget adjustment” for the $3,765.00 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 091809.pdf
This one is only partially wrong, the charge to Brookhaven Condemnation is the wrong account
We will do “budget adjustment” for the $4,617.16 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 093009.pdf
This one is only partially wrong, the charge to Brookhaven Condemnation is the wrong account
We will do “budget adjustment” for the $816.50 to move this amount from 03300 and back into 83100.
Y:\Capital Project Files\83100\Cowles & Thompson 111109.pdf
This should be coded to Brookhaven Condemnation not Vitruvian
We will do JE to move the $90.00 to 03300 instead.
Y:\Capital Project Files\83100\Cowles & Thompson 120709.pdf
This one is only partially wrong, the charge to Brookhaven Condemnation is the wrong account
We will do JE to move the $330.00 to 03300 instead.
Y:\Capital Project Files\83100\Cowles & Thompson 121708.pdf
This one is only partially wrong, the charge to Brookhaven Condemnation is the wrong account
We will do “budget adjustment” for the $2,110.00 to move this amount from 03300 and back into 83100.
That is all for now.
I’ll let you know if I come across any others.
Thanks,
Lauren
Lauren B. Clark
Assistant to the Director
Public Works Department
Town of Addison
16801 Westgrove
Addison, TX 75001
Phone: (972) 450-2879
Fax: (972) 450-2837
Email: lclark@addisontx.gov