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Home My WebLink About01-15-19 Audit Meeting (1) Town of Enfield Special Town Board Meeting and Audit Minutes Enfield Town Hall Wednesday, January 15, 2019 6:30 p.m. Present: Town Supervisor Beth McGee, Town Councilperson Mike Carpenter, Town Councilperson Mimi Mehaffey, Town Councilperson Becky Sims, Town Clerk Alice Linton, Town Justice Betty Poole, Town Bookkeeper Debby Kelly. Town Councilperson Virginia Bryant absent. Supervisor McGee opened the special meeting at 6:55 p.m. Town Clerk Linton lead the assemblage in the Pledge of Allegiance to the Flag. Privilege of the Floor: No one wished to speak. Consent Agenda: Supervisor McGee moved, with a second by Councilperson Carpenter to adopt items on the Consent Agenda as follows: Budget Amendment #2019-3 Move Funds for Contract Increase for Enfield Senior Citizens WHEREAS the contract price for the Enfield Senior Citizens has increased in 2018 and 2019, and; WHEREAS the contract increase was not paid in 2018, and; WHEREAS the correct amount was not budgeted for in 2018 or 2019, therefore be it RESOLVED, the Town Board authorizes the Supervisor to decrease A1990.4, “Contingent” by $200.00 and increase A7620.4 “Contractual- Seniors” by $200.00. Audit Claims: The Town Board authorizes the Supervisor to pay: General Fund Vouchers #30 to 35 dated January 15, 2019 in the amount of $19,449.48 and Highway Fund Vouchers #18 to 19 dated January 15, 2019 in the amount of $33,008.67. Vote: Councilperson Carpenter aye, Councilperson Mehaffey aye, Councilperson Sims aye, Supervisor McGee aye. Councilperson Bryant absent. Carried. Old Business: None New Business: Audit of Town Justice books: Town Justice Betty Poole’s 2018 books were presented for audit. Supervisor McGee read information from the Office of the State Comptroller on General Recordkeeping Requirements for Town and Village Justice Courts. Justice Poole stated she has both an account for fines and one for bail. She explained how bail works and that she has no unclaimed bail. She mentioned that deposits had not been made within the required time frame, but that going forward they would be. Supervisor McGee recommended having court records scanned and placed on Laserfiche this year since there is a grant to have this accomplished at no cost to the Town. Councilperson Sims felt this would safeguard records from damage, theft, etc. Supervisor McGee requested that Justice Poole Enfield Town Board Special Meeting, January 15, 2019 2 keep her updated on the record scanning. Justice Poole will look into having a security assessment done by the Office of Court Administration. At this time, 7:50, Justice Poole left the meeting. Audit of Town Supervisor books: The 2018 books of the Chief Fiscal Officer were presented for audit by Bookkeeper Debby Kelley. Supervisor McGee read information from the Office of the State Comptroller (OSC) on General Recordkeeping Requirements for Chief Fiscal Officers. Funds include the General Fund, the Highway Fund, the Fire Fund and a Trust and Agency Fund. There are 10 savings accounts, all of which are maintained at the Tompkins Trust Company. Supervisor McGee stated the OSC recommends others besides her reconcile bank statements. She would like Town Board members to do the reconciliations until someone new is hired as Confidential Secretary to the Supervisor. She will check with Tompkins Trust Company to ascertain what deposit protection there is for all Town accounts. She mentioned that she would like Board members to learn how vouchers are prepared. It was suggested that maybe an intern could be found to do an inventory of property so an ongoing inventory may commence. At this time, 8:20, Debby Kelley left the meeting. Audit of Town Clerk books: Town Clerk Alice Linton’s 2018 books were presented for audit. Supervisor McGee read information from the Office of the State Comptroller on General Recordkeeping Requirements for Town Clerks. There is one account which is maintained at the Tompkins Trust Company. The Board discussed having the Highway Superintendent use prenumbered receipts when collecting funds for culvert permits. Audit of Tax Collector books: Town Tax Collector Alice Linton’s 2018 books were presented for audit. Supervisor McGee read information from the Office of the State Comptroller on General Recordkeeping Requirements for Tax Collection Officers. Supervisor McGee moved, with a second by Councilperson Sims to adopt Resolution #2019-25. Resolution #2019-25 Audit Approval WHEREAS, the Enfield Town Board held a Special Meeting on January 15, 2019, and WHEREAS, the Town Justice, Town Bookkeeper and Town Clerk came before the Town Board for an annual audit of their records, WHEREAS, all three were inspected and commented on at this meeting, now therefore be it RESOLVED, that the 2018 books of the Enfield Town Justice, the Enfield Chief Fiscal Officer, the Enfield Town Clerk and Tax Collector be accepted as true and correct and their annual reports are attached and made a part of these minutes. Vote: Councilperson Carpenter aye, Councilperson Mehaffey aye, Councilperson Sims aye, Supervisor McGee aye. Councilperson Bryant absent. Carried. Enfield Town Board Special Meeting, January 15, 2019 3 Discussion of Audit Findings: Supervisor McGee stated she would like Town Board members to read “Fiscal Oversight Responsibilities of the Governing Board” by the Office of the State Comptroller. Supervisor McGee moved, with a second by Councilperson Sims to adopt Resolution #2019-26. Resolution #2019-26 Open an Escrow Account for Delaware Solar Decommissioning Funds WHEREAS the Town of Enfield has engaged in a contract for a Decommissioning Fund for its solar facility on Podunk Road in the Town of Enfield, therefore be it RESOLVED, the Town Board authorizes the Supervisor to open an escrow bank account at the Tompkins Trust Company to maintain these funds in trust for the sole purpose of decommissioning the solar facility in the event that Delaware Solar neglects to do so according to the Decommissioning Agreement. Vote: Councilperson Carpenter aye, Councilperson Mehaffey aye, Councilperson Sims aye, Supervisor McGee aye. Councilperson Bryant absent. Carried. Announcements: Supervisor McGee suggested Town Board members tour the highway facility. The next regular Town Board meeting was scheduled for 6:30 p.m. on February 13, 2019 at the highway facility, with a tour of the facility beginning at 6:00. Supervisor McGee has spoken with AlarmTech and they will give her an estimate of the cost to install security cameras at the three town buildings. She will also ask the Town’s insurance agent if installing cameras would qualify the Town for an insurance rebate. Adjournment: Supervisor McGee adjourned the meeting at 9:30 p.m. Respectfully submitted, Alice M. Linton, RMC Enfield Town Clerk Enfield Town Board Special Meeting, January 15, 2019 4 Enfield Town Board Special Meeting, January 15, 2019 5 Enfield Town Board Special Meeting, January 15, 2019 6 Enfield Town Board Special Meeting, January 15, 2019 7 Enfield Town Board Special Meeting, January 15, 2019 8 Enfield Town Board Special Meeting, January 15, 2019 9 Enfield Town Board Special Meeting, January 15, 2019 10 Enfield Town Board Special Meeting, January 15, 2019 11 Enfield Town Board Special Meeting, January 15, 2019 12 Enfield Town Board Special Meeting, January 15, 2019 13 Enfield Town Board Special Meeting, January 15, 2019 14 Enfield Town Board Special Meeting, January 15, 2019 15 Enfield Town Board Special Meeting, January 15, 2019 16 Enfield Town Board Special Meeting, January 15, 2019 17 Enfield Town Board Special Meeting, January 15, 2019 18 Enfield Town Board Special Meeting, January 15, 2019 19 Enfield Town Board Special Meeting, January 15, 2019 20 Enfield Town Board Special Meeting, January 15, 2019 21 Enfield Town Board Special Meeting, January 15, 2019 22 Enfield Town Board Special Meeting, January 15, 2019 23 Enfield Town Board Special Meeting, January 15, 2019 24