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1. Awarding of Bids <br /> In connection with our testing of bid procedures we found that <br /> documentation was not available to indicate the manner in which <br /> the Town insurance contract bids were evaluated and awarded. <br /> Specifically, it appeared that one bid did not meet the <br /> specifications of the request for bid, however, there was no <br /> d=mmtation to indicate this conclusion. Also, the <br /> documentation for the contract that was awarded appeared <br /> inconsistent in relation to the amount approved by the Board of <br /> Selectmen, and the amount actually contracted. <br /> We recommend the Town improve documentation of bid evaluations and <br /> awards. This will provide additional assurance that the Town is <br /> awarding contracts in accordance with Town bylaws and State bid <br /> requirements. <br /> 2. Overlay Balance <br /> The Assessor's does not maintain a running total of balances in <br /> the Overlay accounts. Although they do maintain records of all <br /> abatements and exemptions issued, it is time consuming to <br /> determine the remaining overlay balance at any given time. Mus <br /> in turn prevents easy monthly reconciliation of overlay balances <br /> between the Assessor's Office and the Town Accountant. This could <br /> result in abatements being issued and not being posted to the <br /> General hedger. <br /> �41 <br /> {: We recommend that the Assessors begin keeping a running balance of <br /> all overlay accounts and that these balances be reconciled monthly <br /> . <br /> to the General Ledger. <br /> V. <br /> �i <br /> t <br /> - 3 - <br />