04-02-2019 Auditors Meeting

Meeting of Town of Fairlee Auditors

April 2, 2019 • 5:15 p.m. • Fairlee Town Hall

Meeting Minutes

• Auditors present: Angelia Rorison, Larry Martin, and Sandra Smith-Ordway
• Others present: Georgette Wolf-Ludwig, Town Clerk, and Lisa Hinsley, Treasurer

Meeting called to order at 5:22 p.m.

Election of officers

Larry nominated Sandra for Chair; Angelia seconded. Voted in the affirmative.

Sandra nominated Angelia for Secretary; Larry seconded. Voted in the affirmative.

Sandra nominated Larry for Vice-chair; Angelia seconded. Voted in the affirmative.

Recap annual report

General feedback is positive. Felt like a smooth process for all involved. Dedication of the report for this upcoming year will be to honor Russ Smith. Color of the cover will be blue regardless of the rotation of colors. Discussion revolved around continuing to print but reduce the quantity based on overage on hand, and by only mailing to voters and not taxpayers as has been the practice. Suggestion made that an insert be included in the mailing of the tax bills to advise those who are not voters that they will not be receiving the printed report in the mail. If they would like a copy, they can either download from the website or stop by the town hall and pickup. Recommendation that if this type of change is going to happen, we should get on the Select board agenda and let them know.

ACTION: Sandra will create draft of the insert and email to auditors, Georgette and Lisa for feedback. After approval, the concept will be presented to Select board for their consideration and feedback.

Future dedications – it was agreed that it would be better to honor people before their passing. Lisa recommended honoring various volunteer groups in the town since many (if not all) are unpaid and their work in the town is invaluable. Various groups were listed: Fire department, Rec council, Rondo, Community Arts, Cemetery commission, Planning board, DRB. Georgette has a list of individuals who have served the community for many years.

Schedule – last year’s schedule felt reasonable. Overall it was a smooth timeframe.

Content – Georgette has agreed to continue to be the point of contact and coordinator of getting the written reports from various groups and boards/committees.

Presentation of content – Lisa asked the question: how do we get people involved and interested in the content? She recommended the use of charts/graphs that are more interactive. Angelia offered to help with that aspect as she has that expertise.

Recommendation that order of content be changed to move the warrant to the front and move previous year’s minutes to the back.

ACTION:

Sandra will post to the list serve a request for photos of Russ for publication in the annual report. Photos can be dropped off to Georgette for scanning or emailed to Sandra.

Sandra will email Mary Dearborn (printer) to check price for colored covers and possibly a color insert.

Angelia will be taking photos throughout the year for use in future annual reports.

Review financials
Lisa reported that audits are now every three years with reviews in the off years. Prior to 2016 wasn’t done this way. Usually just every three years. 2018 has to be a single audit because we got more than $750K in USDA funds. Single audit is more detailed and will be done in 2018 and expected again in 2019 as well as 2020

Have not received the USDA funds but expending it with short term financing. Expect we will receive that money by fall. Professional auditor says we shouldn’t have to do the audit until we receive the funds but USDA disagrees.

Lisa distributed copies of the Review for 2017, done by Fothergill, Segale and Valley. She asked that we review monthly bank statements especially while there is this constant audit. We don’t need to do the same work as the professional auditors.

Larry agreed to review January and February statements. He will coordinate with Lisa’s work schedule. Angelia will review March and April’s. Sandra will do May and June. This will spread the work out for all auditors.

Other business

Next auditor meeting is scheduled for May 7 at 5:15 p.m. for an update from those who have reviewed the statements as well as an update on action items.

Meeting adjourned at 7:05 p.m.

Respectfully submitted,

Sandra Smith-Ordway