Pittsfield Town Office
July 12, 2016
Call to Order - 10:12 am
Present: Martha Beyersdorf, Erica Hurd, Sue Wuerthele and Patty Haskins.
Approve Minutes from last meeting - Updated changes and reprinted. Martha read the minutes from 4/19/16. Martha made a motion to accept the minutes, Sue seconded.
Agenda Modifications - Due to time & budget constraints, we tabled working on ideas to incorporate in town report and looking at other town reports for ideas and focused on the audit process.
We received and tried out the new stamp.
We were alerted by Patty to a discrepancy on page 27, of this years’ report, receipts and general fund totals were reversed and don’t add up.
As a result, we discussed taking over the responsibility from the Select board secretary of generating and sending letters to town organizations requesting year end bookkeeping, so not to have 3rd party involvement. Martha will contact Tyna Gallagher. This would streamline the process and give us the ability to specify our needs. Included with this letter will be the previous year’s report with any correction requests. We also want to specify that an editable file be emailed or a hard copy along with the check register be submitted. No PDFs or thumb drives will be accepted from here on out.
Audit Quarterly Municipal accounts
April, May, June - Martha worked on School and Road Commissioner accounts and Sue and Erica worked on General Fund accts. Sue and Erica were quite detailed in their audit, and needed help from Martha to finish.
Other Issues, if any - During the audit, Sue and Erica were somewhat frustrated with their process. They discovered it is very time consuming if all accounts are detailed. The Board discussed that spot checking is all that should be done and decided in the future to choose one different account each quarter for a one month detailed audit.
Schedule next meeting - October 18, 2016
Adjourn - 12:12 p.m.
Recorded by Erica Hurd
Sue Wuerthele Date: October 18, 2016
Martha L. Beyersdorf Date: October 18, 2016