Ulen board signs off on year-end finances, discusses late settlement and voucher approvals

The Ulen Town Board approved its December meeting minutes and the financial report during its January meeting after a treasurer’s update on year-end figures. The treasurer reported a year-end balance of $499,259 and said December receipts were $8,393 against expenses of $9,694. She told the board a settlement check intended for December did not reach the bank in time and arrived in the mail on Feb. 2; auditors had previously instructed the town to record such items only after they clear the bank, so the board agreed to record the payment as a deposit in transit so it will be credited to the correct accounting period.

The board also reviewed vouchers, including an annual bond renewal, insurance, snow-removal bills and pooled small payments that were bundled for processing. Members discussed a directors-and-officers insurance renewal that had been paid but not yet acknowledged by the vendor. The treasurer asked board members to either sign a paper copy or send an email confirming they had reviewed the official Gateway annual report; that confirmation will be kept with the town’s records.

A motion to approve the financial report was made and seconded and the chair announced the motion carried; the board did not take a roll-call vote on those agenda items. The board instructed staff to follow up on one outstanding SETCO invoice for lighting and to confirm whether a club contact (Greg) had been billed when SEC/Co rewired a fixture during a camera installation.

Looking ahead, the treasurer noted a change in Gateway reporting for encumbrances and recommended printing and saving an SBOA email explaining that encumbrance entries remain important for auditors and for DLGF budget review even if they no longer appear on the annual report form. The board said it would preserve that email for audit documentation.

The meeting concluded routine financial business and moved on to other agenda items.