Trustees press for itemized receipts, propose interim checks while new expense system is configured

Concerns about recurring credit-card charges and a desire for clearer expense reporting dominated discussion at the Jan. 13 Village of Westchester meeting.

Resident Kevin Canfield said he obtained roughly two years of village credit-card statements via FOIA and urged trustees to demand supporting documentation for recurring charges. Trustee Marzano and other board members said they, too, want itemized receipts and clearer expense descriptions as a regular control.

Trustees and staff discussed options. Village staff and the village attorney said trustees can review receipts in person by coming to village offices; staff also cautioned that compiling paper or spreadsheet summaries would take staff time. Members noted the village will implement a new financial/expense system that is expected to be live in July and could automate itemized reporting.

Trustee Marzano pressed for an immediate expense policy update, saying more detail is needed to prevent repeat problems. Other trustees supported a practical interim approach: interested trustees may review receipts in staff offices for the next several months while staff sets up the new system. The board did not adopt a formal policy change at the meeting but discussed making the request a Committee of the Whole item or otherwise directing staff if the board votes for added interim staff effort.

Trustees asked staff to consider the workload and the appropriate process for producing interim itemized reports. Staff suggested trustees bring specific questions and that the finance team can provide explanations; the new system was described as capable of producing the detailed reports once it goes live.