As I leave the Town of Elizabethtown there are some concerns that I would like the opportunity to address.
This is a resume entry detailing my responsibilities at the Town of Elizabethtown these past nine years: Clerk to the Supervisor, Water Administrator, Website Designer & Administrator, Elizabethtown’s IT Support, and Technical Advisor for the Elizabethtown Court System Government Fund Accounting, maintain financial records for all funds/districts, payroll, accounts payable/receivable, reconcile bank accounts, oversee insurance benefits, NYS Retirement, monthly financials for board, assist with budget, prepare Federal & State tax reports, manage capital project and grant funded monies, compile AUD to NYS, designed/maintained website, created efficiencies within office, treasurer for joint Youth Commission, updated Fire Districts web page.
That is a full time job completed with part time hours. Now, some of the concerns:
The NYS Comptrollers audits a government entity to reflect the entity’s status from one date to another. The Comptroller’s audit coincided around the Board’s decision to move funds to a bank offering higher interest rates (one of many fiscally sound decisions). Due to bank regulations and policy the balance couldn’t transfer as a single cash deposit; I moved differing amounts of money different days to complete the transfer. The transfers did not occur as they were listed on the balance sheets and I hadn’t recorded the transactions before the audit. This was shared with the auditors and I agree the work wasn’t done in the allowable time frame. The Town was pro-active in this corrective action process and steps were implemented while the auditors were “in house”. I read that the corrective action plan was to remain in place for this administration. Why wouldn’t you want to provide the transparency of ongoing affairs – employees and bills paid, monies cared for, paperwork submitted to the board or various agencies, documentation stored, and nothing missing?
The Dec. 31, 2011 Operating Statement for each fund, with accompanying balance sheets were left for the incoming administration. Federal and State taxes completed, the monthly reports for NYS Retirement and NYS Dept of Labor were filed, and tax tables were in the INBOX for the new years’ installation as were emails in regards to reports passing validation. Obsolete zip drives and disks were thrown out - they had been found to corrupt data and not warn that backups couldn’t be restored. I left a note listing agencies to contact to establish passwords. Along with that note were a bank fob (an authentication device to provide extra security when businesses bank online) and the USB drive with my last database backup. I also uploaded the December 31, 2011 dated database to the company owning the software. I left behind all town keys in my possession.
For several years I ran payroll by myself. A local bookkeeper was hired part time to ensure someone was trained to do my job should something happen to me. I believe this individual as well as those I trained in another county will attest I am competent in the payroll process. I also left behind a teaching guide specific to the Town’s payroll and a protocol book I began creating nine years ago.
There were no sit downs with the Supervisor Elect. First, she emailed requesting town files be emailed to her. Mr. Merrihew had spoken with Ms. Bartley the day before; she was to submit all requests through him. He asked me to not respond to any back door requests. Supposedly the Supervisor Elect didn’t mention that she would not be in need of my services because I failed to respond to that email. On the last day when I came in to complete some last minute work; she didn’t even raise her eyes to mine. The last time she emailed was to ask where the zip drives were she seen the day before. These are the above mentioned obsolete, discarded drives.
Next I was called at home by the Town Hall and asked where the camcorder was; it was in my office at the Town Hall so why am I’m hearing they didn’t record the first two important meetings?
Then the new clerk called asking for my password for NYS Taxation & Finance. I explained that procedurally she would need to establish her own. I have since heard I deleted templates from the computer; most templates are on the agencies websites, with a password you can find them. I did leave a NYS Retirement System template, but not December’s – there was an additional pay period for that month and I didn’t want to create undue confusion. During that conversation with the Clerk she told me my last paycheck wasn’t direct deposited with the others. I then asked her to mail it, and now almost two weeks later it has not arrived.
Prior to the election Noel could have campaigned more, asking you to vote, but he wasn’t beating around the bushes of the infirm soliciting votes either, he was administering repairs and reimbursements needed due to spring flooding and tropical storm Irene, once again saving taxpayer money.
Family concerns took precedence this past year and reduced my available time. Noel understood the adjustments that I chose to make. Noel always allowed me to work as much as needed, but I felt compelled to keep the hours down and not draw further animosity towards him.
I am content to have been part of the changes brought to fruition these last nine years and proud of the work I have done with and for my hometown. I am pleased the Town now has access to a full time Clerk to the Supervisor. April will do a fine job and the full time hours will help her. All documentation is there, the history is there, the ground work to move forward on is solid.
Again, it was my pleasure to work for the Town of Elizabethtown.
Mary Sue Wolson