Hubbardston senior center flags accounting mismatch with town records, plans January reconciliation

Chair (S1) and Treasurer (S4) presented the senior center's financial report and described an accounting mismatch with the town's records that staff said likely omits an opening donation balance and a formula-grant transaction. Treasurer (S4) reported account balances in the meeting: supplies $2,844.48, services $1,380.47 and a gift account approximately $6,898; the formula grant account was reported at $12,382.51 and the first half of a state formula grant was described as roughly $9,007.44. "On October 30, we received the first half of our formula grant from the state of $9,007.44," Treasurer (S4) said in the meeting.

Members said the senior center's internal books appear accurate but town records do not currently match. Treasurer (S4) said town bookkeeping had not been updated in a timely fashion and that town records showed a $7,800 negative in the donation account while the center's ledger reflected about $6,900. "Their records? The swing between what you say... sometimes it's thousands of dollars because they, like, they didn't report getting the formula grant," one member (S5) stated during the discussion.

The group agreed to pursue a formal reconciliation with town accounting after the holidays; members suggested meeting in January to trace deposits, identify an opening balance, and resolve payment postings. The treasurer's report was moved, seconded and accepted by voice vote.

What happens next: members will schedule a detailed review with town accounting staff in January to reconcile the highlighted differences and to assemble historical deposit documentation. The next meeting was set for Dec. 17 and members discussed preparing materials in advance to present to town staff.

Votes at the meeting included acceptance of the treasurer's report by voice vote and a motion to reconcile records with the town; no formal legal or grant conditions were cited during the discussion.