Meeting Date: December 30, 2020 3:00 pm
Town of Olive
County of Ulster
State of New York
Wednesday, December 30, 2020
Minutes of the annual audit meeting of the Town Board of the Town of Olive held Wednesday, December 30, 2020, 3:00 pm at the Town Hall, Shokan New York.
Members Present: Jim Sofranko, Supervisor
Scott Kelder, Board Member
David Edinger, Board Member (arrived at 3:03)
Andrew Boggess, Board Member
Victoria Read, Board Member
Recording Secretary: Dawn Giuditta, Town Clerk
Others Present: Brian Burns, Highway Superintendent; Janice Lanzarotta, Bookkeeper; Timothy
Cox, Town Justice; Margaret Haug
Supervisor Sofranko called the meeting to order at 3:00pm
Correspondence: #140-20
Town of Olive Police Sargent Thomas Sharon has resigned from the Police Department.
On a Sofranko/Kelder motion, the Town Board requested a letter of thanks be sent
to Sargent Sharon.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
On a Read/Edinger motion, the Town Board approved the following Budget Modification:
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
Increase A3089 State Aid & Other Community Services $454.00
Increase A1110.4 Justices (Cont.) $454.00
Transfer $29,805.15 from A1990.4 Contingency as follows:
$ .02 to 1355.1 Assessor (Personal Service)
$ 3,350.00 to 1480.4 Public Info & Services (Cont.)
$ 395.00 to 1680.4 Data Processing
$ .13 to 7020.1 Rec Admin (Per. Ser.)
$12,790.00 to 7110.4 Parks (Cont.)
$ 5,871.00 to 8010.1 Zoning (Per. Ser.)
$ 23.00 to 8160.1.Refuse & Garbage (Per. Ser.)
$ 8,889.00 to 8190.4 Recycling MSW
$ 487.00 to 9050.8 Unemployment Ins.
On a Boggess/Edinger motion the Town Board approve Payment of December Bills:
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
Highway Vouchers #1013-#1030 $11,624.49
General Fund Vouchers #554-#568 $ 7,536.59
Cash Received for November $102,752.83
Interest Received for November $481.68
AUDITING OF BOOKS
Hon. Timothy Cox presented his books to the Town Board for auditing. (#141-20)
On a Read/Boggess motion, the Town Board accepted Justice Timothy Cox’s books as presented.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
Total Closed Cases: 347 Total Fines: $18,413.00 Surcharges: $16,154.00
Total Civil Fee: $0.00
Hon. Margaret Haug presented her books to the Town Board for auditing. (#142–20)
On a Read/Boggess motion, the Town Board accepted Justice Margaret Haug books as presented.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
Total Closed Cases: 315 Total Fines: $20,487.00 Surcharges: $15,759.00
Total Civil Fee: $93.00
Resolution #28 of 2020
Town of Olive
Audit of Town of Olive Town Justice Court Records
WHEREAS, the NY State Unified Court System’s ACTION PLAN FOR THE JUSTICE COURTS included initiatives to improve accountability and controls over Justice Court finances and records; and,
WHEREAS, Section 2019-a of the Uniform Justice Court Act requires that justices annually provide their court records and dockets to their respective Town Board and that such records then be examined or audited and that fact be entered into the minutes of the board’s proceedings; and,
WHEREAS, the Town of Olive Town Board did audit and examine said records and dockets provided by Town Justice Cox for the fiscal year 1/1/20 to 12/30/20 at the annual audit held on December 30, 2020; and
WHEREAS, the Town of Olive Town Board did audit and examine said records and dockets provided by Town Justice Haug for the fiscal year 1/1/20 to 12/30/20 at the annual audit held on December 30, 2020; and
WHEREAS, the Town of Olive Town Board did approve said records and dockets of both justices as submitted on December 30, 2020;
NOW, THEREFORE, BE IT RESOLVED, the Town Board of the Town of Olive does hereby accept the books of Town Justice Cox and Town Justice Haug and adopts Resolution #28, of
2020.
AND MOVES ITS ADOPTION
Motion made by: Board Member Read
Seconded By: Board Member Boggess
Aye Nay Absent
Jim Sofranko, Supervisor _X__ _____ ______
Drew Boggess, Board Member _X__ _____ ______
Scott Kelder, Board Member _X__ _____ ______
David Edinger, Board Member _X__ _____ ______
Victoria Read, Board Member _X__ _____ ______
Dated this 30THDay of December 2020
____________________________________
Dawn Giuditta, Olive Town Clerk
Town Clerk/Tax Collector Dawn Giuditta presented the Town Clerks Books for 2020.
On a Sofranko/Edinger motion the Town Board accepted the books of the Town Clerk/Tax Collector as submitted. (#143-20)
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
Total Monies Received: $342,780.21 Tax Collection Settlement: $9,412,531.79
Supervisor Sofranko turned the meeting over to Deputy Supervisor Drew Boggess on a Sofranko/Kelder motion.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
On an Edinger/Kelder motion, the Town Board accepted the books of the Supervisor as submitted.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
On a Boggess/Read motion, Deputy Supervisor Boggess turned the meeting back over to Supervisor Sofranko.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
Closing of the Books- Highway
Supervisor Sofranko noted the Highway Fund balance as of 12/30/20 as $401,887.36. Payroll through 12/31/20 totaled $5,111.68, payroll taxes through 12/31/20 totaled $412.25; with total expenditures being $5,523.93. Of the remaining Highway Fund balance of $396,363.43, $175,000.00 was applied to the 2021 budget less non spendable $25,210.00 leaving a balance in the Highway Fund of $196,153.43. (#144-20)
Closing of the Books- General Fund
Supervisor Sofranko noted the General Fund balance as of 12/30/20 as $615,314.62. Payroll through 12/31/20 totaled $4,043.44; payroll taxes through 12/31/20 totaled $343.47; unpaid year-end expenses totaled $27,930.00; with total expenditures being $32,316.91. Of the remaining General Fund unexpended balance of $582,997.71, $325,000.00 was applied to the 2021 budget and $37,884.00 non-spendable leaving a balance of $220,113.71. (#145–20)
Reserves and Restricted as of 12/31/2020 (#146-20)
HIGHWAY
RESERVE A MACHINERY $524,586.61
RESERVE F IMPROVEMENTS $36,720.67
RESERVE H HIGHWAY BRIDGES $356,856.02
HIGHWAY FUND TOTAL $918,163.30
GENERAL FUND
RESERVE B LANDFILL $57,416.82
RESERVE C POLICE $58,565.09
RESERVE D PARKS $309,985.35
RESERVE G HANDICAPPED $47,310.91
RESERVE I HEALTH INSURANCE. $128,260.37
RESERVE K COMPUTERS $40,112.28
RESERVE L BUILDINGS $443,925.49
RESERVE R RECORDS MANAGEMENT $23,419.73
RESERVE T TAX CONSULTANT/LEGAL FUND $309,423.16
RESERVE X RETIREMENT $26,935.68
GENERAL FUND TOTAL 1,445,354.88
HIGHWAY & GENERAL FUND GRAND TOTAL $2,363,518.18
DISTRIBUTION OF EXCESS FUNDS
On a Sofranko/Read motion, the Town Board agreed to put $150,000 into Reserve “A” Machinery and $46,153.43 in Reserve “H” Highway Bridges.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
On a Sofranko/Edinger motion, the Town Board approved the distribution of the General Fund unexpended balance of $220,113.71 as follows: $38,000.00 to Reserve “B” Landfill; $30,000.00 to Reserve “C” Police; $30,113.71 to Reserve “D” Parks; $5,000.00 to Reserve “G” Handicapped; $5,000.00 to Reserve “K” Computers; $75,000.00 to Reserve “L” Buildings; $2,000.00 to Reserve “R” Records Management; $35,000.00 to Reserve “T” Tax/Legal Consultant.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
On a Sofranko/Edinger motion, the Town Board approved the Supervisor to transfer funds as needed for the end of year closing of the books for General Fund and Highway Funds.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
All pertinent business having been conducted the Town Board adjourned at 4:20 pm on a
Sofranko/Read motion.
Aye: Boggess, Kelder, Edinger, Read, and Sofranko Nay: Absent:
___________________________________
Dawn Giuditta, Town Clerk