Finance director outlines reconciliation, recommends electronic vendor payments; board adds a second check signer

Julie Stevens, Brentwood’s finance director, updated the Select Board on financial reconciliations, proposed operational changes to vendor payments and payroll backup, and the board approved adding a second signer to town bank accounts.

Stevens said an outside CPA, retained at $125 per hour, is reconciling accounts through December 2024 and working on select revolving accounts; she reported the CPA expected to finish an identified set of tasks within the 40 contracted hours and that completing the work would prepare the town for its audit and tax‑rate setting submissions. She said she and a colleague will attend a financial policy certificate program through the New Hampshire Municipal Association.

Stevens recommended the town begin paying many vendors electronically rather than by check for efficiency, fraud reduction and cost savings on checks and postage. She described a process in which staff would set up electronic transfers via the bank; payments would still appear on manifests and require the same approvals as the current process.

Stevens and Ambrose Keys explained segregation of duties concerns: Jolllian (Jillian) is currently the only staff member who can run payroll and AP, and Ambrose is the only active check signer. Board members agreed it made sense to add a second signer to avoid operational disruption. A motion to make Julie Stevens an authorized signer on the town bank account was moved and seconded and passed by voice vote.

Ending: Board members asked staff to continue cross‑training backups for payroll and accounts payable, and to report back on access and controls for the state DRA portal and electronic payments.