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Monterey Select Board
Minutes of the meeting of 3/27/14
Meeting Opened at: 4:30pm
Select Board Members Present: Muriel Lazzarini, Chairperson, Wayne Burkhart and Scott Jenssen
Also in attendance for parts of the meeting: Barbara Gauthier, Brendan Fletcher, Bethany Mielke, Dan Moriarity and Don Clawson
- Muriel informed the Accountant and Treasurer of the change made to the budget with regards to any future assistance needed to cover time off. . If assistance is needed in the Treasurer or Accountant’s office to cover time off (since time off benefits are not offered to part time employees, elected or appointed) the person helping should be paid directly from the Treasurer or Accountant’s salary.
- Schedule A update: Barbara G. stated that today she and M. Noe entered 3 of the sections, Brendan is working on the expense section right now and the projection is that it will be finished next week.
- Town Reserve Fund: Barbara Gauthier explained that this is the amount that is controlled by the Finance Committee to cover overages at the end of the year. Normally there is $30,000 in this account ($15,000 that is raised at town meeting and $15,000 from the overlay surplus which we may not have this year). Barbara also explained how free cash is calculated and how it can be used.
- Grader loan update: Scott and Wayne would like the Treasurer to look into a 7 year loan. Bethany explained that we cannot go out to bid until we’ve decided how long we want the loan to be for. Wayne is in favor of getting a 7 year loan. Bethany will let the Board know what the range of rates are for a 7 year loan.
- Betterment Title V update: Barbara Gauthier will update this figure but it isn’t high on the to-do list as it isn’t as important as some of the other pressing issues going on.
- Withholding issue: Barbara thinks that this may be a bookkeeping mistake but needs to look into this further and will work with Bethany to help correct it.
- Retiree Stabilization Fund: The transfer has been made but it hasn’t been posted to the ledger. Barbara is still in the process of showing Brendan how to process receipts.
- Barbara stated that the most important thing that Bethany needs to do is reconcile the checkbook. This is currently behind over 4 months (although Barbara thinks it may be longer) and cannot go one month longer. This should be done every month and a report should be given to Brendan that shows what has gone into the account and come out of the account. The Accountant needs to have good figures to work from and that hasn’t been happening.
- Barbara stated that there has been a lot of mistakes made concerning payroll and where it’s being posted to. Barbara feels that this may be occurring because proofreading of the warrants isn’t happening before it’s given to the Select Board. Barbara suggested that the style of warrant the Select Board needs to sign concerning payroll should be changed to “by department” instead of “by account” as it’s easier to understand and proofread.
- Short warrants need to go to Brendan and currently are not.
- The retirees’ portion of the health insurance benefits has not been being turned over to pay the health insurance bill and this is going to end up causing the health insurance line item/budget to be over at the end of the year. Bethany will go back and investigate this and will get a check to M. Noe for the retiree’s portion to send to MIIA.
- Barbara suggested that when she comes back in 2 weeks that she have an evening or two with Bethany to show her how some of these things can be done more efficiently.
- Turnover of money: Bethany is working on getting a list of account numbers so that all departments that turn over money will have to start adding the account number it should be deposited to on their turnover sheet. Currently there is too much money in the misc. account and this has to be rectified.
- Muriel stated that there is so much that needs to be done in the Treasurer’s Office to just get caught up that Bethany really needs to commit to doubling or tripling her time here so this can happen. Muriel also feels that it will be helpful to know when Bethany is going to be in the office so that the other departments know exactly when she’s available. Right now the most important thing for Bethany to get done is to get the bank accounts reconciled; Bethany has committed to getting this done within 2 weeks. Barbara and Brendan are going to work on getting some of the errors corrected as well as entering the receipts. Barbara also stated that Bethany is more than welcome to contact her with any questions she may have.
A motion was made and unanimously approved to adjourn the meeting at: 5:40pm
Submitted by:
Melissa Noe, Executive Secretary
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
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