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Town of Charlton Saratoga County Town Board Special Meeting
June 19, 2007
7:30pm
Meeting to discuss Budget Information
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 Gardner, Councilman Salisbury, Councilman Verola and Town Clerk Heather Scribner
Others Present: Kathy Hanley, Secretary to the Supervisor
Absent: Councilman Lippiello
Supervisor Grattidge stated that he contacted the Town Board regarding paying expenditures for the Town Hall Project out of the H-fund account. Councilman Verola asked for clarification, what are we going to start paying out of the H-fund that we haven’t been. Supervisor Grattidge stated AKW Consultant Owners Representative; Dente Engineering; Paul Vosburgh, Architect and Attorney Fees relating to the Town Hall project will be charged to the H-fund. Secretary to the Supervisor Kathy Hanley stated that account code A-1620.412 will not be used anymore. What ever balance of the $140,000.00 that was not spent will eventually be transferred to Capitol Project. Councilman Salisbury stated that he would like to hold off on that. Ms. Hanley stated it would not be done until the end of the year.
Councilman Gardner stated as the Town Hall Project began back in 2005 and the monies were paid towards this project out of the general fund. At some point in time will everything be adjusted to the H-fund? Supervisor Grattidge stated that the monies spent out of the general fund were spent to get us to the point of construction then the H-fund was established especially when our numbers came in at the maximum. The plan was to pay for the construction for the building out of the H-fund and continue paying for the services such as AKW etc. out of the General Fund. Kathy has been accumulating the cost from when the town purchased the land. Councilman Verola stated that the money that is in the H-fund will not be reimbursed to the general fund. Ms. Hanley presented the Town Board with a Trial Balance sheet. Ms. Hanley stated that the current balance in account A-1620.412 (Town Hall Project) is $67,000.00. Only the balance would actually be transferred at the end of the year. Supervisor Grattidge stated that he was not sure if that would be done or not. Once the general fund becomes flush with cash some of the expenses may come back to the general fund. Supervisor Grattidge stated from his conversation with Financial Consultant Bob Fisher, reconciliation by November or December if the expenditures for AKW, Vosburgh etc. needs to be put back in the general fund. Mr. Hanley stated once it’s moved I’m not sure about that. Councilman Verola stated that this is why when you had a meeting with Bob Fisher the Town Board should have been there. I am totally confused. I don’t know why we are here.
Councilman Salisbury stated that when he read the memo sent from Bob Fisher it stated that there is a general fund cash flow problem. He didn’t explain what the problem is. I went through the numbers and I show that there is as of May approximately $207,000.00 sitting in the general fund and another $215,000.00 in the Highways and 1,536,000.00 in the Capitol Projects. Councilman Verola asked Ms. Hanley if those figures are the same. Ms. Hanley stated that a lot has happened since May. The Town Board received a trial balance dated June 13, 2007. Ms. Hanley stated that when Bob Fisher wrote a cash flow problem it is not in the checking account or the savings account. The checking and savings account is combined, within the combined account there is general monies, highway money and water monies. There will never be a problem with money or with a bounced check problem. Ms. Hanley referred to the trial balance sheet. Ms. Hanley stated when you look at the general fund it says cash $3,701.74. That is the portion of the checking account that belongs to the general fund. The cash and savings which are referred to MMIA account the savings account. In the total account that is in there $41,297.12 belongs to the general fund. The cash in CD’s is $120,000.00 which is dedicated to other places such as the Records Grant. Ms. Hanley stated that money is moving in different areas, for instance a CD due beginning of June which was moved for $104,507.95 to pay the Town of Glenville’s water usage charge. Monies are not always going to the general fund. The sales tax comes in the last week of every month about the 24th or 25th.
Councilman Salisbury stated that he came up with all the figures $2,000,001.29 total cash in the bank. Ms. Hanley stated that she would have to go back and check. Things can change day to day. Councilman Verola asked how the Town Board would know where the CD’s are put as they come due. Ms. Hanley stated that Supervisor Grattidge knows he signs off on it.
The Town Board discussed run dates of reports. Councilman Verola stated that the Town Board received a report on June 4th there was a CD that wasn’t due until the 7th for $104,000.00 that was not included. Ms. Hanley stated that it would help if I were to give a copy to the Town Board of what’s happening. I have to have Supervisor Grattidge allow me to do that, she said. Supervisor Grattidge stated that he doesn’t care if the Town Board is given the report. Ms. Hanley stated that she does not give out any information unless the Supervisor says so. Supervisor Grattidge stated that traditionally the CD’s have been renewed and now we are starting to cash them in. Ms. Hanley stated that she could give a copy of the memos sent to the supervisor as the CD’s are moving. Supervisor Grattidge stated that if the Town Board wants a copy it will be available. Councilman Verola stated that the Town Board should have a copy.
Councilman Gardner asked why Mr. Fisher thought we had a cash flow problem. Supervisor Grattidge stated when he met with Mr. Fisher it was the first he heard of any of this, meaning the general fund was low. I met with Mr. Fisher to discuss long term items that he could work on. When Mr. Fisher brought this issue up I requested that he put it in a memo to give to the Town Board. Ms. Hanley stated that the memo from Bob Fisher may have been a little confusing.
Ms. Hanley stated that she prepared a spread sheet of the monies going to the Capitol Project. Ms. Hanley stated that she did not hand it out because she didn’t get a chance to speak to Supervisor Grattidge for authorization. Supervisor Grattidge stated that he didn’t care if she made copies.
Ms. Hanley gave an overview of where the CD’s are committed to along with the move date. Ms. Hanley stated that the CD’s have to be watched carefully. The overview is a projection the CD’s may have to be moved some place else.
Supervisor Grattidge stated that the county sales tax increased.
The Town Board discussed the finances of the Town and what expenditures would be coming up in the future.
Supervisor Grattidge stated that once the abstract for June goes through, at the end of June a trial balance would be run. Supervisor Grattidge stated that he has spoken with Mr. Fisher regarding the next time he is in Town Hall to include time for the Town Board to discuss a six month overview of where we are. Also to discuss what we want to move forward with planning wise.
Councilman Salisbury stated to Ms. Hanley to run a balance sheet after everything is posted. Councilman Gardner stated as the town moves forward and monies are close the Town Board needs to manage the Town’s Budget more than we ever have. Councilman Gardner stated that when he receives the supervisor’s monthly report he looks at each department he is liaison to see what they are spending. So far everyone is doing a good job.
Supervisor Grattidge stated that the Town Board will be meeting with Mr. Fisher on July 26th.
Councilman Salisbury requested a trial balance once everything is posted, for that given month. This would be in addition to the trial balance reported at the Town Board Meeting. Councilman Salisbury stated that he would like to meet with Ms. Hanley to discuss the reports.
Ms. Hanley stated that what ever happens now for the next six months will affect the fund balance when the Town Board does the budget.
Supervisor Grattidge stated that Mr. Fisher recommended moving $140,000.00 out of the general fund into the H-fund. The Town Board agreed not to move the $140,000.00 at this time.
RESOLUTIONS
A motion made by Councilman Gardner seconded by Councilman Verola that Resolution No. 105 A RESOLUTION AUTHORIZING CHANGE TO VOUCHER 1432 ON ABSTRACT 111 be approved:
Roll call vote: Councilman Gardner: Aye, Councilman Lippiello: Absent, Councilman Salisbury: Aye, Councilman Verola: Aye, Supervisor Grattidge: Aye Approved
The meeting adjourned at 3:30pm.
Respectfully Submitted,
Heather Scribner Charlton Town Clerk TOWN OF CHARLTON COUNTY OF SARATOGA STATE OF NEW YORK
RESOLUTION NO.105
June 19, 2007
A RESOLUTION AUTHORIZING CHANGE TO VOUCHER 1432 ON ABSTRACT 111
WHEREAS, the Town Board determined that voucher no 1432 on abstract 111 was coded as A-1620.412 the correct code is H-1620.2 and,
BE IT RESOLVED, that the Town Clerk is hereby authorized to make account changes to voucher 1432 on abstract 111 to account code H-1620.2.
I certify that this is a true and exact copy of this original as passed by the Town Board of the Town of Charlton on June 19, 2007.
Heather Scribner, Town Clerk
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