June 20, 2009
6/15/09 Commissioners Meeting Details
The major items at the June
15th commissioner meeting were the auditor’s presentation of the
2008 financials/audit and the budget cuts for the rest of the 2009 year.
Auditor’s Report 2008 Financial Condition
The main issues brought up
by the auditor are as follows:
- Management is responsible for the financial
statements—our County
Manager and the
former CFO. The auditor is only
supposed to review the financials prepared by the county, not do them.
- The county overspent $1,088.000.00 —expenditures
were this much more than revenues received.
- There were major errors in the revenue side of
the budget—some items were entered twice therefore increasing revenues
- The county should amend the budget quarterly to
keep expenditures in line with revenues
- Most every dep’t over spent in 2008 (this area
needs more oversight)
- Landfill cost the taxpayers $191,518
- Curbside lost over $89,000—the budget shows
curbside will bring in $50,000 (a $140,000 difference)
- Revenues have steadily declined from 2006 to
2008 while expenditures have steadily increased.
- Cited for several material deficiencies in
internal controls and other procedures
Many excuses were given as
to why things happened. In my opinion the problems stem from sloppy work and lack of oversight on the day to day work. The BOC has made decisions based on faulty
financial statements and continue to do so.
Some examples are: no payrolls posted, revenues not posted up to date,
etc. The County Manager
must work daily to keep the same thing from happening in 2009. With no oversight or accountability, it will
happen again. The BOC must also keep a
close eye on the finances, and we have given the County Manager
several directives to help us do so.
2009 Budget Cuts
Due to the fact only $7.9 M
came in as revenue in 2008, it was obvious that the $9.67M projected in the
2009 budget was greatly overstated. The BOC worked together to bring the budget
down to $8.2M, a more realistic figure, considering what might be collected. With over $1.4M in cuts being made, all Departments and Constitutional Officers
will need to cooperate to hold the line and keep the county from having a
larger deficit.
See my website for the list
of budget cuts made to each department, entity, and others that receive county
funds. Look under the “financials” tab.
As we have said before, much
of the money that was collected in October –December 2008 to run the county in
2009 was used to help the cash flow in 2008.
The county will have to borrow
money sometime soon (most likely in July) to continue operating, even at the
reduced budget amount.
Commissioner’s Meeting June 15:
Zoning Ordinance Public Hearing:
- Only one citizen and the consultant spoke
- BOC wants to give public every opportunity to
discuss zoning issues
- One
final public hearing scheduled July 20, 7:30PM.
- Issues that have been of concern in the
past—non-conforming lots; 200’ road frontage required; metal buildings;
home occupations, etc.
Agenda items approved:
- No hunting and fishing on county property--Resolution
passed 5-0
- 2009 Budget amendments and cuts to bring budget
in line with expected revenues.
Budget goes from $9.67 M to $8.2 M—approved 5-0
- County Manager Search advertisement—specifically
does not include that
applicant has to have city and county gov’t manager experience—passed 3-2 with Hill and Pennamon
against
- Did not execute the contract to continue paying
for State prisoners to “help” in Jasper County. This contract costs approximately
$38,000 a year. The county is
responsible to have a van, the gas, etc. and are not guaranteed that the
prisoners will show up or how many will come each day. Passed
5-0
- Weather warning system bid approved 5-0. Grant
will pay for 50% of cost; Shady Dale will contribute $6000 of cost and Monticello and County
will pay for balance with in-kind labor to install and maintain equipment.
- Jail Food Bid—approved 5-0 to allow food contract at jail to be put out for
bids.
- Approved opening a special account for Animal
Shelter donations. This will allow
anyone that wants to make a tax
deductible contribution towards things needed at the Animal Shelter to
do so. Approved 5-0
Items Discussed:
- Tire recycling contract with county
landfill. BOC will hear from
company and from landfill director at next meeting to answer questions
- Requesting the Sheriff to allow county prisoners
to help with the Animal Shelter—cleaning cages and pens, and other
tasks. Sheriff said the county
would have to consider the liability of allowing this to be done.
- Questioned the County Manager
as to why the 45mph signs were not up on Jackson Lake Rd.
Directives to the County Manager:
- Approved 5-0 to require all invoices and/or purchase orders to be
approved by both the accounting clerk and the County Manager and both must verify that there is
money left in the budget (and/or the line item) before any check is
cut. Hopefully, this will help
stop the usual practice of approving anything that comes in the office to
be paid. The BOC will have to
ensure this directive is followed.
- Approved 5-0 to have the County
Manager and
accounting clerk send all dept’s an update report of their expenditures
every 2 weeks.
- to cc: BOC on all memos to dep’t heads and
Constitutional Officers
- to inform BOC of all new employees—who is hired,
what dep’t and starting date through an emailed memo
- to also notify BOC of any employees that leave
the county’s employment
- to focus on the finances of this county and to
forego meetings in order to keep budget as first priority
- to check and see why the Public Works dep’t is
still being billed $3.00 per week for mats which the BOC said wouldn’t be
paid when the “uniform” bid was awarded; to also check why the county is
billed over $8.00 per week as a service charge on the uniform invoice
- to take down “SPLOST” signs on Jackson Lake Rd.
as directed in 6/1/09 meeting
The BOC again worked together
in this meeting and therefore made progress toward getting things done!
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