Town treasurer seeks clearer charter language on records access, ACFR review and deputization

The Charter Review Committee debated whether to add charter language clarifying the town treasurer’s access to financial systems and records, the treasurer’s role in reviewing the Comprehensive Annual Financial Report (ACFR), and contingency plans for temporary absences or incapacity.

Andrew, the town treasurer, said he has read-only access to the town’s Munis accounting system and to bank portals but was denied full remote access to the board of education’s Munis instance; he receives pre-disbursement journals from the board of education but must view supporting backup documents in person. "On the town side, I can just queue in the information and go into the system myself... but if I wanna look at any of the backup documents... that's where it require... I have to do it in person," he said.

Committee members acknowledged separate Munis subscriptions and discussed dual-control and segregation-of-duty practices that limit operational access while preserving oversight. Several CRC members said the treasurer should be able to review financial reports and records and should be listed among recipients of audit and related financial reports.

CRC members also debated whether the charter should require the treasurer to "review" the ACFR prior to submission to the state and whether that requirement would create a bottleneck. Some members argued the ACFR should go through a review process involving the audit committee, board of finance and town council without imposing an approval gate that could delay state deadlines. "The treasurer shall review the annual comprehensive financial report of the town prior to submission to the state," was discussed as working language; participants agreed to refine timing and process language to avoid unintended delays.

On disbursement and signatures, Andrew said he is a signer on town accounts in practice and urged codifying appropriate signer roles to prevent accounts being opened without treasurer oversight. The committee agreed to retain the statutory concept that the treasurer is custodian of funds but to clarify that the town’s official records include bank statements and the town Munis accounting system rather than forcing the treasurer to maintain a separate set of books.

Finally, CRC members urged clearer contingency language: allowing the elected treasurer to appoint a deputy for temporary absences, and having the Town Council appoint an interim treasurer to serve until the next municipal election if the office becomes vacant or the treasurer is incapacitated. Andrew said he is already preparing a short list of potential deputies and will research peer practices in other towns.

Next steps: Andrew will work with CRC members to refine wording, research other towns' practices on system access, and return a redline for distribution to the wider CRC ahead of the next meeting.