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MTAS trainer urges 25% fund balance, monthly reports; administrator to require purchase orders
Summary
During a May 21 training, MTAS representative James Lewellen recommended monthly budget reports, clearer line-item detail and building a 25% general fund balance; Interim Town Administrator Terry Leggett said a May 23 memo will require purchase orders for purchases and warned against misusing restricted water grant funds.
At a May 21 training session with MTAS, James Lewellen, MTAS, counseled the Town of Mason to strengthen budget practices by improving line-item detail, producing monthly budget reports and prioritizing a reserve. "Build up a 25% fund balance," Lewellen said, and he recommended that the board review the FY26 budget to understand available and restricted funds.
Lewellen urged clarity about sources and uses of revenue and cautioned that recurring expenses should match recurring revenue. He referenced the Budget Law of 1982 in discussing requirements for balanced financial plans and said the governing body must ensure estimated expenditures do not exceed estimated available funds.
Terry Leggett, interim town administrator, stressed proper handling of restricted grant funds, saying water grants should be placed in designated funds and not misappropriated to other accounts. Leggett said a memo would be issued on May 23, 2026, requiring that "nothing would be purchased without a purchase order."
Lewellen and Leggett recommended clearer budget line items for professional fees and other costs so finance staff can report detailed numbers. They also suggested monthly reports on collections and obligations, and that the board track available fund balance versus restricted monies. No formal budget vote or amendment occurred at the training; the discussion was advisory and intended as operational guidance for upcoming budget work.
