Town of Rochester Town Board held the April Audit Meeting on April 27, 2023 at 6:30pm at the Harold Lipton Community Center, 15 Tobacco Road, Accord, NY 12404
PRESENT:
Councilman Michael Coleman Councilwoman Erin Enouen
Councilman Adam Paddock Councilwoman Charlotte Smiseth
Supervisor Michael Baden
Supervisor Baden called the meeting to order and led in Pledge of Allagiance to the Flag.
Supervisor Baden granted the privilege of the floor to Town Justice Laflamme for comments on the Town Board NYS Justice Court 2022 report.
GOOD EVENING AND THANK YOU FOR YOUR TIME.I’M HERE TO TALK ABOUT THE REPORT ON THE 2022 ANNUAL REVIEW OF THE JUSTICE COURT PRESENTED TO YOU ON MARCH 30TH OF THISYEAR. ONE REASON FOR AN ANNUAL REVIEW IS TO MAKE SURE THAT
THE JUSTICES HAVE PROPERLY COLLECTED, RECORDED, DEPOSITED, REPORTED AND REMITTED FUNDS. THE 2022 REPORT SAYS THAT SOME OF THE DEPOSITS TO MY FINE
ACCOUNT WEREN’T MADE UNTIL MUCH LATER AND THAT THE ACCOUNT WASN’T RECONCILED MONTHLY. I AGREE. THE REPORT SAYS THE PROBLEM WITH THE DEPOSITS WOULD HAVE BEEN CAUGHT A LOT EARLIER IF THE ACCOUNT WAS RECONCILED MONTHLY. I AGREE. SO WHY AM I HERE?
BECAUSE THE 2022 REPORT GOES ON TO SAY AND HERE I QUOTE “THAT OTHER MORE EGGREGIOUS ERRORS COULD OCCUR UNDER THE CURRENT SYSTEM . . . .” NOT TRUE, NOT UNER THE CURRENT SYSTEM. WHEN I DISCOVERED BANK DEPOSITS HAD BEEN PREPARED BUT NOT MADE, THAT ACCOUNT RECORDS WERE GATHERED BUT
RECONCILIATIONS WERE NOT BEING DONE, I TOOK IMMEDIATE ACTION.
• FIRST, I NOTIFIED SUPERVISOR BADEN OF THE PROBLEM.
• NEXT, I UNDERTOOK AN AUDIT OF MY FINE ACCOUNT.
• I IDENTIFIED THE MISSING DEPOSITS, HAD THEM DEPOSITED IMMEDIATELY AND RECEIVED CONFIRMING DEPOSIT SLIPS.
• I THEN RECONCILED MY FINE ACCOUNT FOR THE MONTHS WHERE DEPOSITS WERE DELAYED.
• WORKING WITH SUPERVISOR BADEN, I DRAFTED A FIVE PAGE EVALUATION FORM AND PLACED THE EMPLOYEE CHARGED WITH MAKING DEPOSITS ON PROBATION. THE EMPLOYEE IS DOING GREAT NOW.
• MOST IMPORTANTLY, I CHANGED PROCEDURES. I TOOK OVER MAKING DEPOSITS WITH THE HELP OF JUSTICE ALBAUGH’S CLERK. THAT DOESN’T SOUND LIKE MUCH BUT KEEP IN MIND THAT JUSTICES HOLD COURT TWICE A MONTH AND I WAS NOW GOING TO COURT TWICE A WEEK NOT COUNTING THE MIDDLE OF THE NIGHT ARRAIGNMENTS. WE RECENTLY REVISED THE PROCEDURE FOR DEPOSITS BUT PROHIBIT NIGHT DEPOSITS AND REQUIRE A DEPOSIT SLIP TO BE FILED ON THE COURT’S NEXT BUSINESS DAY.
• THE BIGGEST CHANGE – I NOW DO THE RECONCILIATIONS MYSELF – EACH AND EVERY MONTH. I ALSO CROSS-CHECK THE ACCURACY OF THE DIFFERENT RECORDS RELATING TO THE COLLECTION OF FUNDS.
• I CONTINUE TO DELIVER MONTHLY CHECKS TO THE TOWN AND CONFIRM THAT MONTHLY REPORTS ARE TIMELY MADE TO THE STATE COMPTOLLER’S OFFICE. SO YOU SEE THE CURRENT SYSTEM HAS THE NECESSARY CHECKS AND BALANCES TO SECURE MY ACCOUNTS AND DEPOSITS. I WANT THE TOWN BOARD TO KNOW THAT WE DID HAVE A PROBLEM AND WE FIXED IT.
GOING FORWARD, I WOULD LIKE A COPY OF MY REMARKS APPENDED TO THE 2022 ANNUAL REVIEW OF THE JUSTICE COURT. I HAVE A COPY OF MY REMARKS RIGHT HERE. ALSO, EACH YEAR THE JUSTICES SHOULD BE GIVEN A COPY OF THAT YEAR’S ANNUAL REVIEW BEFORE IT’S PRESENTED AT A TOWN BOARD HEARING SO THAT THE JUSTICES CAN TIMELY ADDRESS ANY DISCREPANCIES.
ACCEPTANCE OF AGENDA:
Resolution # 192 -2023:
Motion: Councilman Paddock
Second: Councilman Coleman
The Town of Rochester Town Board accepts the agenda as prepared by the Town Supervisor, as amended to add resolutions F and G.
Aye: 5 nay: 0 abstain: 0 motion carried
EXECUTIVE SESSION:
Motion: Councilwoman Smiseth
Second: Councilman Coleman
The Town of Rochester Town Board motions to enter into executive session at 6:35pm for the purposes of interview with particular persons applying for appointment to the Agriculture Advisory Committee, discussion by the Town Board of candidates for Agricultural Advisory Committee and discussion of an issue regarding a particular employee.
Aye: 5 nay: 0 abstain: 0 motion carried
RECONVENE THE MEETING:
Motion: Councilwoman Enouen
Second: Councilman Coleman
The Town of Rochester Town Board motions to exit executive session at 9:35pm.
Aye: 5 nay: 0 abstain: 0 motion carried
PRESENTATION OF 2022 ADU:
Resolution # 193-2023:
Motion: Councilman Paddock
Second: Councilwoman Enouen
The Town of Rochester Town Board authorizes the Supervisor to file the 2022 Annual Update Document (AUD), as prepared by RBT, CPA’s on behalf of the Town.
Aye: 5 nay: 0 abstain: 0 motion carried
ACCEPTANCE OF CONTRACT PROPOSAL CHANGE:
Resolution # 194-2023:
Motion: Councilwoman Enouen
Second: Councilman Coleman
The Town of Rochester Town Board accepts the change in contract presented by the Kerhonkson-Accord First Aid Squad for the contract between KAFAS and the Town for ambulance service to the Rochester Ambulance District and authorizes the Supervisor to initiate and sign such change.
Aye: 5 nay: 0 abstain: 0 motion carried
APPOINTMENT OF SEASONAL HIGHWAY DEPARTMENT EMPLOYEE:
Resolution # 195-2023
Motion: Councilman Coleman
Second: Councilman Paddock
On request of the Highway Superintendent, that the Town of Rochester Town Board appoints Patrick Davis to the position of MEO, Seasonal, for the period of April 1, 2023 through June 30, 2023 at a pay rate of $25.85 per hour for hours worked, subject to approval by the Ulster County Personnel Department. The employee is not subject to the collective bargaining agreement.
Aye: 5 nay: 0 abstain: 0 motion carried
ACCEPTANCE OF CHANGE ORDER:
Resolution # 196 -2023:
Motion: Supervisor Baden
Second: Councilman Paddock
The Town of Rochester Town Board accepts the change order presented by M&T Advanced Construction for additional construction work on the Town of Rochester Justice Court in the amount of $50,400.00 and authorizes the Town Supervisor to sign such change order, pending agreement by the Attorney for the Town the document is in correct legal format.
Discussion: Councilwoman Enouen wanted to be sure the attorney for the town would review and that this change order did not require going back out to bid. Supervisor Baden replied due to the ongoing construction, he believed additional bids were not required and a change order would suffice. This also could qualify as an emergency situation due to the foundation concerns discovered.
Aye: 5 nay: 0 abstain: 0 motion carried
The Town Board reviewed the vouchers.
RESOLUTIONS :
APPROVAL OF PAYMENT OF ABSTRACT 4-2023:
Resolution # 197-2023:
Motion: Councilwoman Smiseth
Second: Councilman Coleman
The Town of Rochester Town Board approves payment of Abstract 4-2023 in the amount of:
Abstract 4-2023
General Fund $59,740.69
Highway Fund $145,496.86
Capital Fund $0
Street Lighting Fund $1,389.83
Ambulance Fund $91,375.00
Escrow Fund $2,483.27
ADJOURNMENT:
Motion: Councilwoman Enouen
Second: Councilman Coleman
The Town Board adjourned the meeting at 11:00pm.