CP Mary Ann Matters,
March 18, 2015 Board Meeting, Opening Comments:
FOR A WHILE NOW, SEVERAL BOARD MEMBERS, MYSELF INCLUDED,
HAVE BEEN QUESTIONING THE STATE AND STABILITY OF THE TOWN’S FINANCES, MOST
RECENTLY THE PAY-BACK AMOUNTS OF THE INTER-FUND BORROWING DEBT, BEFORE WE CAN
JUSTIFY RAISING WATER AND SEWER RATES. IN RESPONSE TO QUESTIONS ABOUT THE
RELIABILITY OF OUR PRESENT ACCOUNTING SYSTEM, WE HAVE BEEN GETTING THE SAME
RESPONSE FROM THE COMPTROLLER FOR THE PAST 15 MONTHS, WHICH IS THAT THE TOWN’S
ACCOUNTING SYSTEM IS “BROKEN BEYOND REPAIR” BUT THAT WE HAVEN’T “EARNED THE
PRIVILEGE YET OF BUYING NEW ACCOUNTING SOFTWARE.” THE PROBLEM WITH THIS
RESPONSE, AS I SEE IT, IS THAT SIGNIFICANT NUMBERS ARE APPARENTLY BEING
GENERATED BY THIS BROKEN SYSTEM AND CLAIMS ARE NOW BEING MADE IN THE ADVERTISER
ABOUT DEBT REPAYMENT “ESTIMATES” THAT WE ARE BEING EXPECTED TO ACCEPT AS TRUE
AND CORRECT, WHILE OUR COMPTROLLER, BY HIS OWN ADMISSION, CONTINUES TO “LEARN
AND DISCERN OUR TRANSACTIONS SO THAT HE CAN UNDERSTAND THEM CLEARLY.”
MEANWHILE, A TOSKI ACCOUNTING FIRM LETTER DATED NOVEMBER 18, 2014 DROPPED US AS
CLIENTS AND ADVISED US THAT THE FOLLOWING NEEDED IMMEDIATE ATTENTION:
“CORRECTIONS TO THE INTERNAL ACCOUNTING SYSTEM TO ENABLE THE TOWN TO GENERATE
ACCURATE AND TIMELY FINANCIAL INFORMATION WITH APPROPRIATE INTERNAL CONTROL
CHECKS AND BALANCES.” THIS MEANS THAT WE DON’T HAVE THAT NOW, YET NUMBERS ARE
BEING REPORTED THAT THE INTERFUND BORROWING DEBT HAS GONE FROM $2.3M TO $1.6M
IN THREE YEARS. IN ORDER FOR THE BOARD TO BE RESPONSIBLE AND EFFECTIVE STEWARDS
OF THE TOWN’S FINANCES, WE MUST RECEIVE MONTHLY FINAL (NOT DRAFT) OPERATING
STATEMENTS, AND OTHER REPORTS, IN WRITING, THAT ARE SIGNED AND DATED BY THE
COMPTROLLER AND THE SUPERVISOR/CFO OF THE TOWN, DETAILING AND EXPLAINING BUDGET
LINE TRANSFERS, THE STATUS OF THE INTERFUND BORROWING DEBT IN THE HIGHWAY,
GENERAL, WATER AND SEWER FUNDS, OUR CREDIT AND BOND RATINGS, AND THE AUDIT BY
OSC THAT IS PRESENTLY ONGOING. HOWEVER,
WE ARE UNABLE TO TRUST THIS BROKEN BEYOND REPAIR ACCOUNTING SYSTEM TO PROVIDE
ACCURATE NUMBERS AND INTERNAL CONTROLS THAT ARE NECESSARY FOR EFFECTIVE
OPERATION. PROPERLY DESIGNED AND FUNCTIONING ACCOUNTING SOFTWARE INCLUDES CONTROLS THAT REDUCE
THE LIKELIHOOD OF SIGNIFICANT ERRORS AND/OR FRAUD GOING UNDETECTED, HOWEVER,
WHEN I ASKED MR. PHILLIPS JUST LAST WEEK IF HE THINKS WE WILL BE READY TO
GRADUATE TO A NEW ACCOUNTING SYSTEM BY THE FALL, HE SAID, TO MY DISMAY, “NO,
NOT THIS YEAR.” THE TOWN OF EAST GREENBUSH NEEDS RELIABLE ACCOUNTING,
RECONCILIATION, AND REPORTING SOFTWARE, AND WE NEED IT NOW!