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April 10, 2012 Special Town Board Meeting Minutes

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ESSEX TOWN BOARD

SPECIAL MEETING

APRIL 10, 2012

8:00 a.m.

Present:           Sharon Boisen                         Supervisor

Claire LaPine                          Councilwoman

James LaForest                       Councilman

Harold MacDougal                 Councilman

Mark Wrisley                          Councilman

Also

Present:           Catherine DeWolff                 Town Clerk

Bill Ball

Supervisor Boisen called the meeting to order at 8:01 a.m.  The Board entered into executive session at 8:01 a.m. for the purpose of discussing a personnel matter.  The Essex Town Board exited executive session at 10:43 a.m., with no action taken, and re-entered the special meeting at 10:44 a.m.

Applicants and applications to the Board of Assessment Review and the Zoning Board of Appeals were discussed, there being not enough of either.  The Supervisor related that she spoke with Charlie at Real Property and the concerns of not having a BAR on Grievance Day would cause County Officials to have to come out and serve in that capacity for us because of legal requirements.

The Supervisor asked if there was anything further to come before the Board.

Councilwoman LaPine brought up the Town Clerk’s duty with regard to the billing and audit of claims process.  Councilwoman related that she had spoken with Kevin Rowland of the State Comptroller’s Office who had clarified to her that the Town Clerk’s duty with regard to the auditing of the bills process was to number the vouchers and prepare the abstract to present to the Board for audit.  The billing is not done by the Town Clerk.

There was a discussion of the duties of the Town Clerk with regard to the audit of claims process.

On a motion by Councilman LaForest that the duty of the Town Clerk with regard to the audit of claims be that the Town Clerk will receive the completed and coded vouchers which will be consecutively numbered by the Town Clerk who will then prepare the abstract to be presented to the Town Board for the audit of the claims, seconded by Councilwoman LaPine, the Resolution is ADOPTED:

Yes-5  LaPine, LaForest, MacDougal, Wrisley, Boisen      No-0

Resolution 62 – 2012

Resolution of Clarification of the Duty of the Town Clerk in the Audit of Claims Process

Whereas the Essex Town Board, finding the necessity to clarify and define the duty of the Town Clerk with regard to the audit of claims process has

Resolved that the Town Clerk shall, after receiving the completed and coded vouchers, number each consecutively, prepare the abstract, and present them to the Town Board for audit.

There was a general discussion of accounting procedures.

On a motion by Coucilman LaForest to adjourn, seconded by Councilman Wrisley, the meeting is adjourned at 11:15 a.m.

Catherine DeWolff

Town Clerk

About Olive Alexander

Although I grew up in Essex on my grandparents’ farm and developed strong ties to farming, I wanted to see more of the world and experience the differences in cultures and people. I spent nearly fifty years in England, New Hampshire, Texas and New Jersey with trips to almost all of the fifty states and Singapore, an incomparable learning experience. I now live on property that has been in our family for three generations and still love the fields, the farms and the animals.