Town Council 03-01-2022 - Laserfiche WebLink

Home Browse Search

1724 The next section of the spreadsheet is funds transfers that are not expenses but the transferring of funds for a variety of reasons including grant funding reimbursement. The debit credit offset is a monthly reconciliation process that runs to ensure that wastewater and stormwater billings balance; this again is a transfer of funds and not an expense totaling $116,066.05. The next section is PERF payments that have to be done every payroll via EFT. The due dates for these PERF payments were entered incorrectly so they did not pull onto the docket. The December transactions are entered during the month of December reconciliation, and include the transactions that happen after the last meeting of the year, and were paid before the end of the year because the items could not be held until the first meeting of the year. There are $149,328.47 of PERF payments in this section. The next section is credit card fees. These are reconciled monthly and are offset by fees charged to the person paying the bills, but it does appear as a $10,983.99 expense. The next section of $59.38 of non -sufficient fund checks that were returned by the bank and had to be reversed. The final section for $5,670.94 is the section of the report that was from entry errors and did not appear on a docket. The total 2021 year-end APV reconciliation docket equals $612,086.17. The items in the spreadsheet, that were not part of the 2021 year-end reconciliation docket were from the period in December after the final meeting, but before the end of the year totals $75,795.50. Going forward there have been measures put into place so that this does not happen again. When asked by Councilman Williams why the explanation for the docket couldn't be given at the previous meeting, the Deputy clerk acknowledged that the clerk -treasurer had not performed this particular duty before and while she did try to provide a brief explanation to the Clerk -Treasurer. The Deputy clerk was unable to attend in order to give a full explanation of the docket. Councilman Williams asked why all supporting documentation was not submitted with the docket. He was told it is something that can be done; however, most of the docket is transfers. Councilman Williams asked about the process of entering items such as bond payments into the system and if that had changed. The deputy clerk reiterated that many of these things were not included on dockets in the previous years until specifically asked to be included during the 2020 audit. Councilman Williams asked if the issue was self-reported to the SBOA. The deputy clerk reiterated that as long as any errors or problems that were found were addressed and accounted for within the audit, it has not resulted in a write-up from the SBOA. Councilman Williams asked why the docket was slipped into the agenda. Deputy Clerk stated that this was in line with all other year-end housekeeping items and was presented in full transparency to the council as part of the year-end process. Councilman Williams stated that he had submitted the issue to the SBOA. The Deputy Clerk reiterated that this docket was created to comply with the SBOA 2020 management letter. This would have been looked at without being reported because of the 2020 SBOA management letter. Per request of the clerk -treasurer, Paige Sansome with Baker Tilly came before the council to share her observations regarding the year-end docket. She believes this resulted in a process issue that is being addressed. Having looked through the items, she found regular items that would not require preapproval per town ordinance, but they do need to show up on the next docket, and she understood from Debbie's explanation why these items did not show up on the next docket. BakerTilly can review the processes, but Paige believes that Debbie did her due diligence to correct the issue. Councilman Williams stated he would feel better with an independent audit, additional training, and self reporting.