Selectmen’s Meeting Minutes — September
11, 2007—4:00
p.m. — Memorial
Hall
Call to Order: The meeting was called to order by Vice-Chairman,
John Payne. Other members present: Bob Manners. Joe Judd
was absent.
4:00 p.m. Dan Haynes of Hibour & Haynes RE: FY’06
Audit Results: in attendance for the discussion was:
Assessors Marvin Peck and Joseph Mattei; Assistant Assessor, Bruce
Kaeppel; Collector of Taxes, Maureen Pike; Treasurer, Virginia Peck;
Fiscal Officer, Scott Sawyer; and Executive Secretary, Terry Mosher.
Mr. Haynes first discussed the single audit report which included a review
of federal grant monies received by the town. He stated that in
addition to a review of town records he made a site visit to Breezeway
Farm to review John Ryan’s records. There were no findings. Mr.
Haynes stated that John Ryan does an excellent job of administering these
grants.
Next, Mr. Haynes reviewed the annual financial statements. Compliance
with GASBY 34 was briefly discussed and whether or not it would be beneficial
for the town to hire an independent consultant for $7,000 - $10,000 to
inventory all of the town’s fixed assets. Mr. Haynes
noted that many small towns are not in compliance with GASBY 34 as the
process is time consuming; cost prohibitive and the benefits are minimal. Mr.
Haynes noted that the Treasurer does an excellent job in ensuring that
Shelburne’s money is insured and collateralized.
Finally, the management letter was reviewed. There were seven recommendations
highlighted in that letter. Recommendations included a more aggressive
tax collection policy; account for sewer operations as an enterprise
fund; maintain separate funds for non-expendable and expendable trust
funds; reconcile page 4 of the tax recapitulation so that it reflects
all votes taken at town meetings; improve internal controls over disbursements;
post abatements in a timely manner; and ensure that the Town Accountant
maintain copies of all lease purchase contracts.
The group discussed ways to adopt the above-mentioned recommendations;
four of which have already been implemented. In closing, John thanked
Maureen, Ginny, Scott and Terry for their fine work. Mr. Haynes
agreed.
After no further discussion, Bob made a motion to adjourn at 5:04 p.m. John
seconded the motion. Motion carried unanimously.
Respectfully submitted,
Terry Mosher
Executive Secretary
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