Town of Charlton

Saratoga County

Town Board Special Meeting

April 17, 2007

2:00pm

Workshop Meeting with Financial Consultant Bob Fisher

The Special meeting of the Town Board of Charlton, Saratoga County, New York held at 2:00pm at Town Hall 784 Charlton Road, Charlton, NY 12019 called to order by Supervisor Grattidge.

Present:  Supervisor Grattidge Councilman Lippiello, Councilman Salisbury, Councilman Verola and Town Clerk Heather Scribner

Others Present: Bob Fisher, Consultant

Consultant Bob Fisher met with the Town Board to give an overview of the areas he was working on regards to the accounting records.

Mr. Fisher had been working on 4 areas and discussed his recommendations to the Town Board. The first area was the Trial Balance sheets (the town board received a copy).  Mr. Fisher said for example cash is not going into one pot; each account is broken down now.  This is part of the optional coding.  Mr. Fisher discussed the Highway accounts looking at the beginning balances and ending balance of 2006 and gave recommendations to the Town Board.  The 3^rd area discussed was a part time clerk that could receive payments as they came in.  Councilman Verola feels that the Town Clerk should receive all monies.  She said she previewed a video from the NYS Comptrollers that said that the Town Clerk is supposed to collect all fees.  Mr. Fisher said that it must be approved by the Town Board.   Councilman Salisbury said it doesn’t make sense to have a clerk on for a few days a week, what about the other days.  The town needs to be available to collect monies and the Town Clerks Office is available the most.  Mr. Fisher said a part-time clerk can work on other items such as physical inventory, keeping a ledger for gasoline etc.  Lastly, a five year multi capitol plan was discussed.  Supervisor Grattidge suggested that the plan could include a water district evaluation, Highway machinery and road construction, the town’s parks long term goals, future needs of the town’s buildings and the Constables.  Mr. Fisher stated that the town should consider looking into grants and services. Councilman Verola suggests on starting off by meeting with each department to gather their thoughts.

Mr. Fisher said that he had been working with Kathy Hanley, Secretary to Supervisor for two days on accounting.  They worked on separating CD’s entries.  He has one day left and would be working with Ms. Hanley on the Capital Improvement projects and making sure they are accounted properly.  Mr. Fisher said, at this point it is up to the Town Board on continuing his services.  Supervisor Grattidge stated that he would like Mr. Fisher to come in once a month to review the Capital Improvement Projects.

Supervisor Grattidge asked Mr. Fisher to submit his recommendations in writing to the Town Board.

Councilman Verola requested an itemized monthly report of the park accounts.

Supervisor Grattidge left the meeting at 3:00pm.

Mr. Fisher recommends that the Town Board Audit the Tax Collector now.  It is to do now preferable seeing that her books were just closed.  It is easier when everything is fresh in your mind stated Mr. Fisher.

No action was taken the meeting adjourned at 3:30pm.

Respectfully Submitted,

Heather Scribner

Charlton Town Clerk