WCESD approves agreement with City for accounting services

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By Christine Bolaños

Commissioners of the Williamson County Emergency Service District #4 approved an agreement Monday with the City of Liberty Hill to fund a senior accountant position that would service both governmental bodies.

Per the agreement, the ESD would utilize the city’s financial software known as Incode and participate with the city in the bookkeeping.

The position would perform several duties including payroll, accounts payable, month-end close, bank reconciliations, journal entries, budget preparation and audit preparation. Estimated cost for the ESD is $26,000 annually.

In order for the ESD to utilize the Incode software, a one-time expense of $10,000 was made for the conversion process and training.

“We currently do our bookkeeping here and pay our bills here through the administrative level. The shared position or accountant position is the next level of security,” Fire Chief Anthony Lincoln explained. “You don’t want the same people doing the job. Previously, the person that paid also balanced the books. We have another person that would be responsible for balancing the books after payroll has been paid. The third level of security is the annual audit.”

This new process of accounting aims to stop further discrepancies from occurring in the ESD books. Lincoln describes the new process as a stronger check and balances, but, the ESD continues to be ultimately responsible for the accuracy of its numbers.

The ESD, Lincoln said, will have a full-time administrator who will handle day-to-day operations.

“We’re missing telephone calls probably since we had just been doing that part time. We’ve lost that link to the public. Everybody wants to see a face,” Lincoln said. “They (the person in the position) will be paying our bills for us still, which is what that position is set up to do and supervising Quickbooks. Incode (financial software) creates a trail so you can’t just go in there and manipulate the books.”

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