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Hubbardston senior center raises accounting discrepancies with town, plans reconciliation
Summary
Council on Aging members flagged differences between the center’s internal ledger and the town’s accounting for several accounts including the gift fund, elder formula grant and GFA art funds, and agreed to reconcile once the town provides itemized, up‑to‑date records.
At its May 21 meeting, the Town of Hubbardston Council on Aging reviewed the treasurer’s report and flagged several discrepancies between figures the center holds and the town’s accounting, particularly in the gift account, the elder formula grant and the art (GFA) funding.
Why it matters: accurate, itemized town accounting is necessary for the council to reconcile balances, track grant‑restricted funds and comply with donor/grant reporting requirements.
Treasurer Ken (last name not specified) presented account balances by category (supplies, services, gift account, elder formula and GFA/art funds). Board members noted that the town’s report showed different balances for the same accounts and that some recent revenues or expenses (including a deck expenditure and a second $9,001.35 deposit referenced in April) did not appear in the town records used in the center’s preliminary reconciliation.
The board identified several concrete steps to resolve the discrepancies: - Request an itemized snapshot of the town’s ledger through May 31 so staff and board can reconcile differences. Several members said the town’s records did not yet reflect recent deposits or expenses and that line‑item detail is needed to match receipts to accounts. - Ken and Director Claudia Provencal will work with town accounting to reconcile numbers once the May 31 close is available; the board tentatively scheduled a reconciliation review in June after the town’s May numbers are posted. - Maintain grant‑restricted accounts separately. Members discussed how GFA (local art) funds and other grants should be accounted for and whether two art‑related grants could be commingled; the board agreed the town must advise whether separate account numbers are needed for each grant and that new checks tied to specific grants should be deposited into earmarked accounts.
Board members emphasized the need for itemized records rather than summary balances. One board member summarized that the town’s ledger “is not up to date” and recommended waiting for the town to post May transactions before final reconciliation. The board accepted the treasurer’s report with the caveat that Ken and Lorraine would reconcile outstanding items with the town.
Ending: The council assigned Ken and Claudia to obtain itemized town accounting and to reconcile the elder formula and GFA/art accounts once May month‑end numbers are available; the board plans to revisit the reconciled report at its next meeting.
