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1994-11-08 SPECIAL TOWN BOARD MEETING NOVEMBER 8, 1994 MTG.#62 TOWN BOARD MEMBERS PRESENT Supervisor Fred Champagne Councilman Betty Monahan Councilman Nick Caimano TOWN BOARD MEMBERS ABSENT Councilman Dr. R. George Wiswall Councilman Carol Pulver GUESTS: Carol Greene and Mike McCarthy WORKSHOP SESSION RE-ORGANIZATION OF THE ACCOUNTING DEPARTMENT Supervisor Champagne-To give us an idea of where we want to start is as you know E. 1. has left I think many of us on the Board has felt that we ought to bring someone in here to give us some consultation and advice as to what their history has been working for the Town, thoughts and ideas that they may have and give us an idea where we should go what we should do and how we get there. Carol Greene-Described the position of Town Comptroller Position is specific under Town Law 1. You have to be a town of the first class before the position is established ... That is not a problem with you. 2. It is a Town Board appointment for two years, and it starts the first day of January next succeeding the first biennial town election held after the time of the appointment. 3. The position must be filled by a Town Resident (at the time of his appointment and through out his term of office shall be an elector of the Town) noted that can limit your choice of qualified candidates... Duties of Comptroller: The Town Board in essence advocates its responsibilities and its duties for approval of all vouchers, invoices, reports from various departments so it's primarily for Town Board's that don't want to be involved in micro managing their particular towns. (Councilman Monahan-We will not have to sign audits?) No. The Town Comptroller audits all bills, it does not relieve the Supervisor of his responsibility for acting a Town Treasurer, although the Comptroller can be authorized by the Board to counter sign all checks, the Supervisor is still required to sign them. Other responsibilities under the law is auditing the department books, to do the AUD and submit to the N.Y. State Comptroller's Office... Councilman Caimano-Is there a need in this Town for a full time financial type person as opposed to filling in his or her duties with other responsibilities? Mr. McCarthy-First of all do you as a Board are you interested in delegating that control, you need to answer that before you go any further. Councilman Caimano-Noted that has to be answered by each council person, by back ground included heavy education in accounting so I would have no problem picking something and asking questions from it after I have delegated authority, other people may not, they may not like it, they may not know what to ask. Mr. McCarthy-If as a Board you are not willing to dump that task then the question of should you fill this position is a mute point. Ms. Greene-Noted that she has felt that the Town should not be making budget transfers from one point four account to another it is not necessary for you to waste your time doing that, that should be done on a department level. Councilman Monahan-Are we giving the position so much power that we then have no power to watch the store? Ms. Greene-One, you always have the power to eliminate the position...and hopefully what you would have in this position is somebody who would function as a team player, that is going to work with the Town Board...you want somebody as part of management. Supervisor Champagne-If we have a question with procedure or process or a decision that was made certainly we have a right to go in and question that. Ms. Greene-This position of Comptroller is exempt under Civil Service... Mr. McCarthy-You have a right to review what he has done and if you have a question, like why was this voucher paid we never approved the contract you certainly have the right to raise that issue. He has a right to pay vouchers but you still have to approve the overall expenditure, if it is a payment on a contract you theoretically already have approved the contract. Ms. Greene-The other thing you should require of that person, they are responsible for preparing all the Supervisor's reports for example, I would suggest under normal bill paying days that the warrant that is done be available for the Town Board Members to review. Councilman Caimano-Do we have a right to test of the audit? Ms. Greene-Yes. That would be done as part of your annual audit as well, there is no reason why you cannot do it yourself during the year, that's a part of being in charge. Mr. McCarthy-Even though you have delegated the responsibility for part of the process to this person you still have over all fiduciary responsibility for the town funds. Ms. Greene-You can relieve the Supervisor of being responsible for the books, also be appointed as an account supervisor... Supervisor Champagne-As far as the Financial Officer being on my shoulders that would go. Ms. Greene-Right If the Board as a whole does not want to advocate their responsibilities there is a provision in Town Law for what is called a Town Manager... Any Town by Local Law can establish the office of Town Manager provide for his appointment and delegateto such office, such powers and duties as may be prescribed modified or revoked from time to time by the Town Board. The Town Manager shall be the chief administrator officer of the Town and be given such powers and duties by local law and the Town Board at its discretion shall prescribe not withstanding provisions of any general and special law to the contrary provided however that the powers and legislation and appropriation shall be exercised by the Town Board. I could not find if the Town Manager was consider to be a Town Officer and therefore had to be a resident of the town, that would be something for your attorney to check. If you were looking for someone to handle different type of functions, risk management, insurance, purchasing, etc. one way would be establishing a Town Manager. Councilman Caimano-My concern is that there is a perception regardless of the law and regardless of how we set it up, there is a perception in the term Town Manager which is not necessarily a good one. The perception that I have of a Town Manager in civics is one who takes over the responsibility of running the Town from the Board of Directors. I for one I am worried that we would get into a tug of war with that person if not from a legal stand point which we could always win I suppose, but from a philosophical stand point and from a perception stand point in the public that is my concern. Mr. McCarthy-That would be 180 degrees from the position you are in right now. Consensus of the Town Board that the Town is not ready for a Town Manager as of yet. Councilman Monahan-With the Comptroller and the way the State law is set up with checks and balances can a Comptroller also act as a purchasing agent for this town? Ms. Greene-My guess is no. Noted Wilton tried this and Civil Service said no. Mr. McCarthy-The positions are inherently in conflict. Supervisor Champagne-Spoke to the Board on more responsibility for the position, which includes everything from investing procedures, to accounting to finance law...I think this Town needs to have those kinds of people in there. Discussion held regarding having billing for water and sewer done in the accounting office.. .no decision made at this time... Mr. McCarthy-Noted that the comptroller could be named as budget officer... Ms. Greene-Noted the Town Board would still meet with the Department Heads regarding their budgets...the budget officer would record your decisions...You have questioned if the Town was larger enough for a full time Comptroller, my answer is yes. Spoke to the Board on the responsibilities of the Comptroller, reviewing all vouchers, checking account numbers etc. Discussion held on transfer offunds...Ms. Greene-do not see a need for Board approval on transfers within same number account, but must have board approval between account numbers...suggested that the Comptroller have approval with same account numbers... Discussion held on blanket purchase orders..Mr. McCarthy noted that you do not write a purchase order for your entire budget.. .questions were raised if a blanket order was exceeded but the budget amount was not exceeded what would happen, it was noted that another blanket could be written...a Comptroller would keep track and notify the Dept. if a blanket PO was exceeded... Ms. Greene-What you need to have is somebody who has experience with governments, with fund accounts governments in particular preferably with a Town of a comparable size... Discussion held regarding salary for Comptroller position- 50-60 range before benefits...salary based on expenence.. . Ms. Greene-Suggested that the duties of Purchasing, Risk Management, Employee Benefits not be under the Comptroller...you want somebody with Audit Experience, CPA.. Mr. McCarthy-A CPA is almost a requirement for this position. RESOLUTION CALLING FOR EXECUTIVE SESSION RESOLUTION NO. 573.94 INTRODUCED BY: Mr. Nick Caimano WHO MOVED FOR ITS ADOPTION SECONDED BY: Mr. Fred Champagne RESOLVED, that the Town Board hereby moves into Executive Session to discuss a specific personnel matter. Duly adopted this 8th day of November, 1994 by the following vote: AYES: Mrs. Monahan, Mr. Caimano, Mr. Champagne NOES: None ABSENT: Dr. Wiswall, Mrs. Pulver RESOLUTION ADJOURNING EXECUTIVE SESSION RESOLUTION NO. 574.94 INTRODUCED BY: Mr. Nick Caimano WHO MOVED FOR ITS ADOPTION SECONDED BY: Mr. Fred Champagne RESOLVED, that the Town Board hereby adjourns its Executive Session and moves into Regular Session. Duly adopted this 8th day of November, 1994 by the following vote: AYES: Mr. Caimano, Mrs. Monahan, Mr. Champagne NOES: None ABSENT: Dr. Wiswall, Mrs. Pulver Discussion regarding Risk Management-Councilman Monahan suggested using an insurance agency for Risk Management..Ms. Greene noted that Wilton has hired a firm to review all insurance policies and make recommendation and help write RFP, will be looking at OSHA requirements and writing a safety manual for us... Consensus of the Board that the Town seek a Comptroller, requested the assistance of Ms. Greene and Mr. McCarthy to formulate an appropriate job description...will meet Monday Discussion held regarding where personnel should be handled...Councilman Caimano-I think personnel belongs in the Supervisor's Dept. under an administrative assistant...Councilman Monahan-Noted personnel should not be in accounting, belongs in the Supervisor's Office. RESOLUTION ADJOURNING MEETING RESOLUTION NO. 575.94 INTRODUCED BY: Mr. Nick Caimano WHO MOVED FOR ITS ADOPTION SECONDED BY: Mr. Fred Champagne RESOLVED, that the Town Board of the Town of Queensbury hereby adjourns its meeting. Duly adopted this 8th day of November, 1994 by the following vote: AYES: Mrs. Monahan, Mr. Caimano, Mr. Champagne NOES: None ABSENT: Dr. Wiswall, Mrs. Pulver Respectfully submitted, Miss Darleen M. Dougher Town Clerk-Queensbury