Board of Auditors
Pittsfield Town Office
November 14, 2016, 1:00 PM
MINUTES
Present: Martha Beyersdorf, Erica Hurd, Sue Wuerthele
Call to Order - 1:15 PM
Approved Minutes from 10/18/2016 and 10/25/2016 Meetings
Agenda Modifications:The procedures for the quarterly audits of the municipal accounts were reviewed and accepted. Erica will remove the word “Draft” from the title and add the text for approvals at the end of the document.
Town Report 2016:
Photos: Erica made a list of photos to be taken from the ones we had indicated in the Town’s copy of A Glimpse of the Past Pittsfield, Vermont at the last meeting. She will shoot the “now” pictures of these photos by January 15, 2017. At our next meeting, we will search the Town Hall to see if any of the “before” pictures are available. Once the photos are done, Erica will move them into the Pictures folder in Google Docs.
Reports received to date: The Town Clerk forwards any reports she receives via email to the Auditors’ email address (pittsfieldauditors@gmail.com). Once in this mailbox, Erica will copy the documents and put them into the Drafts-1 folder in Google Docs. We will each move a copy of the document into the Edited-2 folder in Google Docs and change the name to add our first initial to the end of the document name (i.e. M, E, S) so we know who is reviewing and editing the document. Once a document is ready for review, the auditor who has worked on it will share it (through Google Docs) with the other auditors. Once it has been approved, the auditor who did the initial editing will copy the final version into the Final-3 folder. This is where the Town Report document will be assembled. Note that when editing a document, “Suggesting” should be turned on each time so that the changes are tracked/shown.
Best way to do Emails > Google Docs > Access: We are still determining how to best copy/move documents in Google Docs because of naming issues. This will be discussed at the next meeting.
Send out requests to organizations: Martha will send out notices to request financial and annual reports.
Schedule Next Meetings:
November 22 at 10:00 am
December 6 at 10:00 am
December 12 at 10:00 am (if needed)
December 19 at 7:00 pm (previously scheduled)
Adjourn - 3:30 PM
Recorded by Sue Wuerthele ___________________________
Approved by:
___________________________ Date __________________
___________________________ Date __________________
Pittsfield Town Office
November 14, 2016, 1:00 PM
MINUTES
Present: Martha Beyersdorf, Erica Hurd, Sue Wuerthele
Call to Order - 1:15 PM
Approved Minutes from 10/18/2016 and 10/25/2016 Meetings
Agenda Modifications:The procedures for the quarterly audits of the municipal accounts were reviewed and accepted. Erica will remove the word “Draft” from the title and add the text for approvals at the end of the document.
Town Report 2016:
Photos: Erica made a list of photos to be taken from the ones we had indicated in the Town’s copy of A Glimpse of the Past Pittsfield, Vermont at the last meeting. She will shoot the “now” pictures of these photos by January 15, 2017. At our next meeting, we will search the Town Hall to see if any of the “before” pictures are available. Once the photos are done, Erica will move them into the Pictures folder in Google Docs.
Reports received to date: The Town Clerk forwards any reports she receives via email to the Auditors’ email address (pittsfieldauditors@gmail.com). Once in this mailbox, Erica will copy the documents and put them into the Drafts-1 folder in Google Docs. We will each move a copy of the document into the Edited-2 folder in Google Docs and change the name to add our first initial to the end of the document name (i.e. M, E, S) so we know who is reviewing and editing the document. Once a document is ready for review, the auditor who has worked on it will share it (through Google Docs) with the other auditors. Once it has been approved, the auditor who did the initial editing will copy the final version into the Final-3 folder. This is where the Town Report document will be assembled. Note that when editing a document, “Suggesting” should be turned on each time so that the changes are tracked/shown.
Best way to do Emails > Google Docs > Access: We are still determining how to best copy/move documents in Google Docs because of naming issues. This will be discussed at the next meeting.
Send out requests to organizations: Martha will send out notices to request financial and annual reports.
Schedule Next Meetings:
November 22 at 10:00 am
December 6 at 10:00 am
December 12 at 10:00 am (if needed)
December 19 at 7:00 pm (previously scheduled)
Adjourn - 3:30 PM
Recorded by Sue Wuerthele ___________________________
Approved by:
___________________________ Date __________________
___________________________ Date __________________
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