​Minutes of the Pittsfield Board of Auditors Meeting
DATE: June 18, 2024
 
PRESENT: Beth Stanton, Anne Muller, Candace Kadimik
 
PUBLIC PRESENT: Randy Strong
 
Agenda Modifications: none
 
Call to Order: Beth called the meeting to order at 1:15pm. Seconded by Candace. Motion passed.
 
Re-organization
1.      Elect Chairperson. Beth Stanton was unanimously re-elected Chairperson.
 
Monthly Audit
1.       May 2024 Town financials will be audited after this meeting adjourns.
 
Town Report
1.      Discuss 2023 report: No public feedback or complaints were received.
2.      Ideas for 2024 report:
a)      “Revenues and Receipts, Proposed Budget” section of report: make font larger and divide report over more pages. May increase from 4 to 6 pages.
b)     Auditors reviewed the cost of the Town Report Printing over the past few years (all done at Spaulding Press).  The 2022 report was $1691, the 2023 report was $1947 and the increase was mostly due to the increased cost of paper. The 2024 budgeted amount for printing is $1900 (determined before 2023 cost was known).
c)      Auditors discussed options regarding the way the report is bound together to reduce the printing cost.  The 2018 through 2023 reports had a spiral binding. The 2017 report (and prior years) had a glued binding and reportedly the glued binding did not hold up with use.  The glued bound edge and the “saddle stich” (2 staples in the middle) binding both are less expensive than the spiral bound. The Auditors decided to get a price quote for all 3 types of binding for the next report (2024) to consider the cost saving options.
 
OTHER BUSINESS
1. The group reviewed general duties of a Pittsfield Town Auditor, including the Job Description, General Information, the Duties of a Pittsfield Town Auditor, the Audit Process and Time Sheets.
2. It was agreed that the Auditors will incorporate this meeting time on their next time card submission.
 
NEXT MEETING DATE: July 30, 2024 at 1pm in the Town Office
 
ADJOURN: Anne moved to adjourn the meeting at 1:45pm, seconded by Candace. All in Favor.
 

Pittsfield Board of Auditors Meeting Minutes
April 27, 2023
 
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​PITTSFIELD BOARD OF AUDITORS MEETING MINUTES

 
DATE:  April 27, 2023
 
PRESENT: Beth Stanton, Anne Muller, Candace Kadimik
 
PUBLIC PRESENT: Trish Abbondelo
 
AGENDA
 AGENDA MODIFICATIONS – None

 CALL TO ORDER – Beth called the meeting to order at12:00 Noon. Seconded by Beth. Motion Passed.

 RE-ORGANIZATION
1.       Elect Chairperson
Beth Stanton was unanimously re-elected Chairperson.
 
MONTHLY AUDIT
1.       March 2023 Town financials. These will be done after this meeting adjourns.
 
TOWN REPORT
1.       Discuss 2022 report - Everyone agreed the report was very well done. Kudos to Beth Stanton who did most all the work!
2.       Ideas for 2023 report – Trish showed us other town report covers and we discussed using photos of some of the historic buildings on The Green for next year’s report cover. Perhaps the Gazebo after painting?
 
OTHER BUSINESS

1. The group reviewed general duties of a Pittsfield Town Auditor, including the Job Description, General Information, the Duties of a Pittsfield Town Auditor, the Audit Process and Time Sheets.
2. It was agreed that the Auditors will incorporate this meeting time on their next time card submission
   
   

NEXT MEETING DATE – Thursday, June 1, 2023 at 9:30 AM in the Town Office
 
ADJOURN – Candy moved to adjourn the meeting at 12:30, seconded by Beth. All in favor.

​PITTSFIELD BOARD OF AUDITORS MEETING MINUTES
DRAFT
 
DATE:  March 16, 2021
 
PRESENT: Rebecca Steward, Beth Stanton, Martha Beyersdorf
 
PUBLIC PRESENT: Tricia Fryer
 
AGENDA
 
AGENDA MODIFICATIONS
 
CALL TO ORDER
 
RE-ORGANIZATION
1.       Elect Chairperson
 
MONTHLY AUDIT
1.       February Town financials
 
TOWN REPORT
1.       Discuss 2020 report
2.       Ideas for 2021 report
 
NEXT MEETING DATE
 
OTHER BUSINESS
 
ADJOURN
 
Rebecca called the meeting to order at 4:07pm.  Second by Beth.  All in favor. 
 
Re-Organization:
1.       Elect Chairperson.  Martha nominated Rebecca for the position.  Seconded by Beth.  Motion passed.
 
Monthly Audit:
1.    February Town financials.  These will be done after this meeting adjourns.
 
Town Report:
1.    Discuss 2020 report.  No one had heard any comments.  The Select Board had previously
       commented to Martha that they liked how it turned out.
2.       Ideas for 2021 report. 
a.  Martha suggested including job descriptions of various town positions (ex. Appointed   positions).  Beth thought perhaps a page following the appointments rather than scatter the job descriptions throughout the report.  Martha was asked to work on this.
 
PITTSFIELD BOARD OF AUDITORS MEETING MINUTES                                                       page 2
March 16, 2021
 
b.    Martha also suggested a town-wide competition to design a flag or banner for the Town.  Discussion.  It was decided to possibly do this for the cover.  Discussion regarding advertising and deadlines.  Will talk more later.
c.      More photos.
 
Next Meeting Date:  The next meeting will be Tuesday, April 27, 2021 at 4pm in the Town Office.  Beth said that she was planning to be away but thought she would be back.  She said she would advise if there were a change.
 
Other Business & Adjournment:  As there was no other business to report, Rebecca motioned to adjourn the meeting at 4:26pm.  Martha seconded.  All in favor.
 
                                                                                                                Respectfully submitted,
                                                                               
                                                                                                                Martha L. Beyersdorf
Approved:  April 13, 2021
(s)Rebecca Steward                             
(s)Beth Stanton                                  
(s) Martha Beyersdorf
 
 
 

Minutes of the Board of Auditor’s Meeting, March 18, 2020
Board of Auditors
Zoom Meeting
March 18, 2020
Minutes
Present: Sue Wuerthele, Rebecca Steward, Charles Piso, Martha Beyersdorf, Tricia Fryer
Call to Order: 6:03PM
 
Election of Chairperson
Sue nominated Rebecca Steward for Chair, Charles seconded, voice vote, Rebecca elected Chair of the Board of Auditors.
Agenda Modifications
The meeting is being conducted through Zoom and not in the Town office due to COVID-19 precautions
Audit February Financial
A motion was made by Charles to table as we are not in the office for this meeting but conducting a Zoom meeting due to COVID19, Sue seconded. February financials tabled until April 15, 2020 meeting.
Discussion 2019 Town Report

• Everyone agreed the report came out very well.
• A point was made how the School financial report was missed, we all (Sue, Rebecca, and Trish) took responsibility for missing.
• Trish to check invoice amount for the printing costs against quote for comparison and email a copy to auditors email for reference next year.
• It was discussed that pictures throughout the year from any events may be a nice addition to the Report.  Rebecca to make a folder for the Auditors to upload them to and also a Google doc for Town Report ideas.  Trish suggested starting with this past Town Meeting, Charles to contact Zoe from the Herald of Randolph to obtain her photos if possible. 
• Sue asked if Trish had sent a report to Mr. David Easum, his father’s flag is on the front page of the report.  Trish sent but had not heard back, she will do a follow up email.
• A suggestion for next report was made by Martha to incorporate a page with “Job” descriptions so people would know what all the positions are about, everyone liked the idea.

Confirm next meeting
April 15, 2020 6:00PM
Other Business
The group then reviewed all attachments that Sue had included for the meeting:

• Time Sheet
• Auditor’s General Information
• Job Description-Town Auditor
• Duties of Pittsfield Town Auditor
• Audit Process

It was agreed that the Auditors will incorporate this meeting time on their April time card submission.
Adjourn: Motion made by Sue, seconded by Charles, meeting adjourn at 6:28PM
 
Recorded by: Tricia L Fryer                            
Approved by: s/Rebecca Steward                                                       Charles Piso
                         s/Martha L. Beyersdorf

Board of Auditors
Pittsfield Town Office
March 20, 2019

MINUTES

Present: Amanda Barrett, Rebecca Steward, Sue Wuerthele
Call to Order: 5:15PM

Amanda Barrett was elected as the Chairperson after being nominated by Rebecca Steward and seconded by Sue Wuerthele.

Town Report discussion:
Discussion on alternative ways to generate layout of town report.  Future discussion regarding software possibilities and the need for either a dedicated Auditor computer or file sharing software that can be utilized properly.

Audit Monthly Municipal Accounts:
February 2019-We detailed the month of February for the General account, Highway, Cemetery, Miscellaneous accounts, and Petty Cash. Delinquent Tax accounts have not been reconciled as they are pending completion by Delinquent Tax Collector.  No discrepancies were noted.

Next Meeting:
Wednesday April 17, 2019 at 5PM.   Audit Town Financial (March 2019)

Audit of Town Financials will occur the 3rd Wednesday of the month unless otherwise specified.
May 2019 meeting will occur on May 29th.

Adjourn: 7:00PM
Recorded by S/Amanda Barrett 
Approved by 
S/Sue Wuerthele
S/Rebecca Steward

​Town of Pittsfield
Board of Auditors
Wednesday, March 20, 2019
Pittsfield Town Office
6:00 PM
   

AGENDA
 
 
Call to Order
 
Elect Chairperson
 
Agenda Modifications
 
Audit February Town Financials
 
Discuss 2018 Town Report
 
Confirm Next Meetings
 
Other Business
 
Adjourn

​Board of Auditors
Pittsfield Town Office
April 5, 2018  1:00 PM

MINUTES

Present: Martha Beyersdorf, Sue Wuerthele

Call to Order: 1:00 PM

Sue Wuerthele was elected as the Chairperson after being nominated by Martha Beyersdorf.

Approve Minutes from April 17, 2017 Meeting:
A proposal to approve the minutes from this meeting was made by Martha and seconded by Sue.  The minutes were approved.

Agenda Modifications:  None

Audit January and February Town Financials:
Martha and Sue completed the audit of the January and February town financials.  This included review of the Cemetery Fund, Highway Fund, General Fund, and the Miscellaneous Funds (A – G, H – P, Q – Z).  A review of the Delinquent Tax Reconciliation was also done.  No discrepancies were noted.

Discuss 2017 Town Report:
This discussion was tabled until the next meeting.

Next Meeting:
Wednesday, May 30 at 7:00 PM Audit of Town Financials (March and April)

Adjourn: 1:40 PM


Recorded by:  s/Sue Wuerthele
Approved by:
s/Amanda Barrett           Date: May 30, 2018
s/Martha L. Beyersdorf  Date: May 30, 2018

​Town of Pittsfield
Board of Auditors
Thursday, March 29, 2018
Pittsfield Town Office
3:30 PM
 
AGENDA
 
Call to Order – Meeting not called to order because only one auditor was in attendance

Approve Minutes from April 17, 2017 Meeting

Agenda Modifications

Audit January and February Town Financials

Discuss 2017 Town Report

Next Meeting/s

Other Business

Adjourn

Board of Auditors
Pittsfield Town Office
April 17, 2017 10:00 AM

MINUTES

Present: Martha Beyersdorf, Erica Hurd, Sue Wuerthele
​​Call to Order: 10:00 AM

Sue Wuerthele was elected as the Chairperson after being nominated by Erica Hurd and seconded by Martha Beyersdorf.

Town Report Discussion:
We agreed to come up with a list of email addresses for those organizations who provide information for the Town Report.  In October or November, we will email all these organizations and notify them that we will only accept Word or Excel documents.

The deadline for information for the 2017 Town Report will be January 15, 2018 at the latest.

A suggested theme for the 2017 Town Report is to continue the “Community” concept.  At this year’s picnic, we will have a box for people to submit answers to the question “What brought you to PIttsfield/why do you live in Pittsfield?”  These will be incorporated into the Town Report.  In an effort to encourage participation by children, we will have a place to color pictures, which will be added to the Town Report.  Lastly, we discussed the possibility of having a drone take aerial pictures of Pittsfield to include in the Town Report.

Budget:
We have already used approximately half of our 2017 budgeted amount for salaries.  We anticipate that the time necessary for the Town Report at the end of this year will be reduced because of changes made for the 2016 Town Report but will monitor the time closely.

Audit Quarterly Municipal Accounts:
January, February and March - We detailed the month of February for the General account and all three months for the School, Highway, Cemetery, and Miscellaneous accounts.  No discrepancies were noted.

Next Meeting:
Monday, July 17 at 10:00 AM Audit of Town Financials (April, May and June)

Adjourn: 11:50 AM
Recorded by Sue Wuerthele 
Approved April 5, 2018 by: Sue Wuerthele, Martha Beyersdorf

​Board of Auditors
Pittsfield Town Office
December 6, 2016  10:00 AM

MINUTES

Present: Martha Beyersdorf, Erica Hurd, Sue Wuerthele

Call to Order: 10:00 AM

Approved Minutes from 11/22/16 Meeting

Agenda Modifications:
Budget: We reviewed the write up that Sue had done to justify the proposed Auditors’ salary increase and the number of booklets printed last year.  After discussion, we decided to modify the budget Martha had developed for the salaries to reflect the $2500.00 as discussed at our last meeting.  For the Town Report Printing budget line, we will add $250.00 for postage and retain the $1700.00 for the actual printing.  We also agreed that Sue will contact Spaulding Press to initiate a contract for the same printing cost for two years with a guarantee of no more than a 5% increase the third year.

Town Report Work Session:
Photos: Martha will contact Pat Fuster to invite her to the next meeting to assist us in looking for old pictures in the Town Hall.  Erica will contact Deb Picarello to see what old pictures she may have.

Reports: We discussed and finalized the process of copying, renaming and editing reports we receive that will be incorporated into the Town Report.  A step-by-step process document will be created.

Questions: Martha will contact Park House and the VT Association of Conservation Districts - Rural Fire Protection Program to ask for Word documents rather than the pdfs that have been sent.  She will also contact Capstone regarding the timing of their report.  If pdfs come in the future, Martha will contact the organization to request a Word doc.

Next Meetings:
Monday, December 12 at 10:00 am Town Report work session
Monday, December 19 at 7:00 pm Audit of Town Financials
Wednesday, December 21 at 7:00 pm Town Report work session
Monday, January 9 at 7:00 pm Town Report work session
Tuesday, January 17 at 7:00 Audit of Town Financials
Monday, January 23 at 7:00 pm Town Report work session
Monday, January 30 at 7:00 Town Report work session
Adjourn: 12:20 AM

Recorded by Sue Wuerthele
Approved by:
E. J. Hurd, Martha L. Beyersdorf Date: December 19, 2016