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HomeMy WebLinkAbout01-13-2020 Special Town Board Meeting Audit Town of Enfield Special Town Board Meeting and Audit Minutes Enfield Town Hall Monday, January 13, 2020 6:30 p.m. Present:​ Town Supervisor Beth McGee, Town Councilperson Mimi Mehaffey, Town Councilperson Stephanie Redmond, Town Councilperson Robert Lynch, Town Councilperson Virginia Bryant, Town Clerk Ellen Woods, Town Justice Betty Poole, Town Bookkeeper Debby Kelley. Confidential Secretary and former Clerk Alice Linton. Call to Order​: Supervisor McGee opened the special meeting at 6:55 p.m. Privilege of the Floor​: ​No one wished to speak. Consent Agenda* Supervisor presents vouchers to the Board members present. A voucher for New York State Retirement and Workman’s Compensation were done as PrePaids. Another voucher is presented to order manuals for board members. Audit Claims Supervisor McGee moves that the Board accept the Consent Agenda which includes the Audit Claims and reads the Audits. The Town Board authorizes the Supervisor to pay General Fund Vouchers 30-33 dated January 13, 2020 in the amount of $333.73 and Highway Vouchers 15-16 dated January 13, 2020 in the amount of $40,669.49. ​VOTE: Councilperson Bryant, Aye, Councilperson Lynch, Aye, Councilperson Redmond, Aye, Councilperson Mehaffey Aye, Supervisor McGee, Aye. Old Business​: Highway Law §284 Agreement* Supervisor McGee states that she invited the Highway Superintendent to the meeting. Supervisor McGee suggests that we move forward with the Audit in case he should arrive later. Councilperson Lynch agrees that the Superintendent should be present for discussion. 2 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 New Business​: Audit of Town Justice books Audit Guideline referred to by Supervisor Supervisor introduces Diane Armini, resident member of the Finance Committee. Supervisor reads legal requirements for Town Justice from Audit Document Board, led by Councilperson Mehaffey, reviews requirements and discusses each one with Town Justice Betty Poole. Supervisor and Board discuss plan to consolidate filing cabinet storage Judge Poole defines the term ‘Scofflaw’ for the Board. Action Item:​ Justice Poole will look at records retention policy and send it to the Town Board. Supervisor McGee with contact county regarding putting Court Documents on LaserFische At 7:30 pm, Justice Poole left the meeting. Audit of Town Clerk books Supervisor McGee reads requirements for Town Clerk Alice Linton, RMC reviews the books as of December 31, 2019 Last Clerk deposit January 2​nd​. Amount $704.00 Monthly report discussed. Supervisor received 1346.31 in January. Clerk remits monies to the Town on or before 15​th​ of each month. Clerk remits monies to the SPCA on or before the 5​th​ day of each month, to the DEC via the DEC’s automated system. Print Weekly Report, Deposit 1 time a week. 3rd business day after $250 has been collected, Jan 2 $704 Cash disbursement journal is up to date. January 13 reconciled for the month ending in December. Accessible permits locked, DECALS password protected. Audit of Tax Collector books Supervisor McGee reads requirements for Tax Collector 3 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 Town Clerk remits 15​th​ day of the month following collection remit to County, after Town Warrant is satisfied. Councilperson Lynch leads the Audit. County gives Warrant of what needs to be collected. Copies of all monies turned over to the County. Check for Service Charges goes to the County. At the end of Tax Season, the balance on the Tax Collector account should be Zero. Balance is Zero by April or May. Balance on Bank Account performed after each month. Audit of Town Supervisor books Supervisor McGee reads requirements for CFO Bookkeeper Debbie Kelley present and answers questions about Town Books Councilperson Bryant reads the Audit Report is kept behind Vouchers for any Board member to look at Only indebtedness is Highway Building Inventory - Needs updating Discussion of Audit Findings Inventory should be done. Audit report will contain recommendations Councilperson Mahaffrey asks about security concerns Employee and policy manual update Basing their recommendations on State Comptroller recommendations and State Law Resolution #2020-28 Acceptance of Audits* WHEREAS,​ the Enfield Town Board held a Special Meeting on January 13, 2020, and WHEREAS​, the Town Justice Betty Poole, Former Town Clerk Alice Linton, Town Clerk Ellen Woods,Town Bookkeeper Debby Kelley, and Town Supervisor Beth McGee 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 4 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 RESOLVED​, that the 2019 books of the Enfield Town Justice, the Enfield Chief Fiscal Officer and the Enfield Town Clerk be accepted as true and correct and their annual reports are attached and made a part of these minutes. Supervisor McGee moves to accept. Councilperson Mehaffey seconds. VOTE: Councilperson Bryant, Aye, Councilperson Lynch, Aye, Councilperson Redmond, Aye, Councilperson Mehaffey Aye, Supervisor McGee, Aye. Old Business​: Highway Law - 284 Agreement Discussion Supervisor McGee wonders if Rockwell Road could be included Councilperson Lynch asks if we can delay Councilperson Mehaffey reads letter from Superintendent Rollins Supervisor McGee notes that a report must be filed with the County Highway department as well. Councilperson Redmond asks what can we do to improve communications with Highway Department Councilperson Redmond moves that we wait a week. Councilperson Lynch seconds. Action item:​ Supervisor McGee states that she will send an e-mail regarding January 22, 2020 meeting Announcements: None Supervisor McGee moves to Adjourn, Counciperson Lynch seconds. Adjourned​: 8:51 pm 5 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 6 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 7 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 8 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 9 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 10 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 11 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 12 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 13 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 14 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 15 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 16 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 17 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 18 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 19 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 20 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 21 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 22 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020 23 DRAFT MINUTES Town of Enfield, Audit Special Board Meeting January 13, 2020