Preble County Auditor's Accounting Method Becomes Issue

This meeting kicks off with the announced retirement of Bev Pearson. Preble County Auditor Mindy Robbins was in chambers for her General Fund Financial Update. For a change sales tax came in higher than expected. She hopes to have the Certificate for the budget delivered to the commissioners soon. This will enable them to finish the county budget well before having completed one last year. A question by Commissioner Day was asked about the discrepancy in a comparison of the 2010 projected 1^st Quarter Real Estate Tax with the 2009 income. The total given by the Auditor was down some $100,000 from 2009 figures. The Auditor offered that a look at last year’s figures would show she had probably done the same thing as she would rather come in high than low on her figures. That is a nice thought but hardly conducive to a call for the submission of realistic budgets from all county departments to limit surprises on the cost front for 2010. What is realistic about basing budget decisions on an admitted two year case of artificially low real estate income projections? Early in the fourth quarter of 2009 the commissioners were hoping for an $800,000 carry over into 2010. They got $1,200,000 unencumbered and I don’t think the extra money came in a sock hung over a fireplace on Christmas Eve. It is high time the Preble County Auditor start using (GAAP) generally accepted accounting procedures. The citizens of Preble County deserve no less; the County Commissioners are remiss in their duties if they accept anything else. It is my view that the books can be cooked. For the State Auditor's view on the issue of the need for GAAP: http://www.citizensforpreblecounty.com/ ... ll2008.pdf   It is an issue of transparency that taxpayers should expect and the auditor should follow.  There was a fine earlier this year that was covered in another post because of the Preble County Auditor not using GAAP and there is also an issue of it being required by the EPA at the landfill and covered lower on this post in file 8. File 9 of this meeting has the County Commissioners approving $63,000 for and Audit Service agreement with the Auditor of the State of Ohio for Bureau Inspection. Listen to File 9A County and hear Commissioners Chris Day’s comments on the matter. "They're basically saying that our people, that are elected aren't competent enough to do their job" Well guys maybe there is a reason the state feels that way, the bookkeeping is substandard. At the "Landfill Monthly Meeting" we learn that the county landfill produced 4.8 million gallons of leachate in 2009 that the county paid to have trucked to Cincinnati at 8 cents a gallon. This was done despite the fact that as reported before Camden could have done it for less ( A LOT LESS). In file 8 we have at the 1 hr. 25.5 minute mark County Engineer Steve Simmons comments on naming someone else to take a look at the RFP. It does not have to be him or Tom, although they do have some experience. That led to this exchange: Commissioner Stonecash commented - Imagine that. I understood from previous projects that we've had that maybe you are inappropriate people to be on it. Steve - maybe. Bob - A lot of people have reminded me of that. I don't know who would do it any better. Who are we to argue until we hear different? File 7A(Makes a nice ringtone) The meeting closes with Kim explaining the FY09 CHIP environmental review. It appears HIT employees may be allowed to do it after some one on one training. Preble County, Ohio County Commissioners January 20, 2010 Meeting audio and review File 1 Opening Commissioner David Wesler absent. I. OPEN MEETING II. CALL OF ROLL III. PLEDGE OF ALLEGIANCE IV. PRAYER V. APPROVAL OF MINUTES NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING THE JOURNALIZATION & APPROVAL OF THE CD RECORDATION BOTH AS THE OFFICIAL MINUTES FOR THE JANUARY 13TH REGULAR SESSION MEETING VI. PUBLIC COMMENTS End 2.30 minute 586 KB mark on File 2 9:00 A.M. – BEV PEARSON (RETIREMENT) End 5 minute mark on cd 2.33 minutes - 598 KB File 3 VII. FINANCIAL CONSIDERATIONS A. CONSIDER APPROVAL OF RES. #66-10-143 RE: AUTH. PAYMENT – VARIOUS DEPTS. B. CONSIDER APPROVAL OF RES. #67-10-143 RE: MORAL OBLIGATION – VARIOUS DEPTS. C. CONSIDER APPROVAL OF RES. #68-10-143 RE: AUTH. EXPEND. - $6,615.00 FOR PURCHASE OF ICE BAN – ENGINEER D. CONSIDER APPROVAL OF RES. #72-10-143 RE: TRANSFER OF FUNDS – GEN’L FUND - GOOSE CREEK CROSSING End 13.6 minute mark on cd 8.43 minutes - 1.99 MB File 4 9:15 A.M. – MINDY ROBBINS (GENERAL FUND FINANCIAL UPDATE) Mindy Robbins birthday was January 16, took a trip to Richmond, Indiana and saw a movie had a nice meal. Cash balance January 1, 2010 was $1,409,557.73 SALES TAX came in better than anticipated. 21.30 minute mark Connie -had question on when to expect the certificate for the budget. Budget Commission meeting Thursday at 2:00 p.m. Mindy hoped to have it by the end of the month. 23 minute mark Chris Day - Question on projected real estate tax for 1st quarter. Last year (2009) it was $1,027,375. Mindy is projecting $926,000, down about $100,000. She was asked why the difference and said she would rather underestimate the total and claimed she had done so last year. So far the money has come in much stronger than last year. This contrasts with the Commissioners call for all county departments to turn in "realistic budgets" for 2010. I question how this can be done when the county auditor admits to giving income projections that she has now claimed are regularly low. If they are regularly low and used as actual figures by the county commissioners to frame a budget then people are laid off when they did not need to be. A hoped for $800,000 year end balance turns out to be a $1,400,000. Why the fuss? The Detectives department at the Sheriff's office was eliminated because of expected income shortfall based on economic projections by an auditor that has now admited she skewed figures to the low side in 2009 and continues to do so in 2010. End 28 minute mark on cd 14.31 minutes - 3.32 MB 28.5 minute mark *** Recess *** File 5 VIII. CORRESPONDENCE & REPORTS A. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING A LETTER TO MAYORS, TOWNSHIPS & SOCIAL SERVICE AGENCIES RE: 2010 CDBG FORMULA PROGRAM B. NOTE RECEIPT OF & CONSIDER APPROVAL OF A LEGAL AD RE: NOTICE OF 1ST PUBLIC HEARING FOR FY10 CDBG PROGRAMS C. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING A LETTER TO PINNACLE TOWERS ACQUISITIONS LLC RE: NOTICE TO TERMINATE EATON TOWER LEASE – SHERIFF D. CONSIDER APPROVAL OF RES. #73-10-143 RE: PROCLAMATION RECOGNIZING CONTINUUM OF CARE CONSORTIUM’S POINT-IN-TIME HOMELESS COUNT ON JANUARY 26, 2010 E. NOTE RECEIPT OF A LETTER FROM THE SHERIFF RE: CONTRACTED PAY INCREASES FOR VARIOUS EMPLOYEES 31.5 minute mark Commissioner Stonecash reads names into the record of employees that will get a raise. F. NOTE RECEIPT OF A REPORT FROM THE SHERIFF’S OFFICE RE: MONTHLY JAIL REPORT – DECEMBER 2009 End 33.5 minute mark on cd 5.31 minutes - 1.26 MB File 6 33.5 minute mark 10:00 A.M. – RECYCLING MONTHLY MEETING Tish Plaugher - School involvement. 39.5 minute mark Talk of Fair week and a mailer. "Using it once is never enough" 42 minute mark Adopt a highway or road way. Mandatory to do it. Needles in grass. 43.5 minute mark Plant a tree at Fort St.Clair as a way of community outreach. 45 minute mark Kelly has anxiety issues with addressing students. Issue to be addressed that afternoon. Kelly supposed to be the education person. 46 minute mark Bob Stonecash asks if they should go into executive session on the issue. Chris Day heard reading reasons they can go into executive session. Connie mentions "Page 98". 48.5 minute mark Tish mentions possibility of Kelli being written up if she does not start to cooperate. 49minute markCommissioner Stonecash makes motion to go into Executive Session Out of session where possible disciplinary action of a public employee was topic. No action taken. 50 minute mark Bob on employee being talked to. 52 minute mark Bob would like a schedule on what they are doing on a weekly basis. More communication with Tom Barnes. 53 minute mark Commissioner Stonecash - question on trailer being used for old paper collection. Bob mentioned recycling it. Tish not sure how long trailer had been there as it was there when she started in 2006, she knows the Marshall's pick up the paper for bedding of their animals. More sanitary for animals than straw. Bob - could you recycle that and get credit for it? Do you think it is ok for us to pick out one person in the county? Favoritism? 54.75 minute mark Tish - I guess if we are not going to do it for all, then we should not do it for one. If that is an issue then I can contact them and have it removed. Bob - "I think if a lot of people in the county knew that was happening it might become an issue. Check into it. Find out why the license plate has expired and has been expired for a while. Chris you have any questions or concerns. Chris asks about solid waste plan. DT sp? Environmental. End 57.75 minute mark on cd 24.29 minutes - 5.60 MB File 7 see also File 7A 10:30 A.M. – LANDFILL MONTHLY MEETING Steve Simmons, Tom Barnes, Kyle Cross, Commissioner Stonecash and Commissioner Day. 58.75 minute mark Bob on exit road meeting at Fairgrounds on the 25th. Asks Steve Simmons about it. Sounds like meeting to be at Engineer's office. 1 hr. 1 minute mark Meeting begins. Tom Barnes tonnage a little under what had been hoped for, about 1%. 1 hr. 3 minute mark Tom Barnes Lets go to leachate. Ended up with 4.8 milliongallons is what we ended up with. Steve Simmons - $430,000? Tom Barnes - at 8 cents, yeh probably pretty close on that. 1 hr. 4 minute mark Bob - What's the result when we get everything in place and it goes to where ever. Tom - 5 cent a gallon savings. Steve - savings of over $220,000. Steve - 8.94 cents Discussion of figures and savings. Mention of 20 year time span and Issue 2 money. SAVINGS OF $177,000 A YEAR 4.3 MILLION gallons of leachate 2008. 1 hr. 8 minute mark Tom - certification report visit from EPA on February 2. Having to take temperature of clay liner to prove it does not freeze. Coldest temp was 38 degrees. 1 hr. 13 minute mark Tom - Item 3 Force Main Update for the contract. Lakengren has signed the contract. Needs signed by commissioners. 1 hr. 15 minute mark Gas energy. 1 hr. 23 minute mark Bob on communication with Recycling being brought up earlier. End 1 hr 25 minute mark on cd 27.21 minutes - 6.25 MB File 8 1 hr. 25.5 minute mark Steve - on naming someone to take a look at RFP. It does not have to be him or Tom although they do have some experience. Bob - Imagine that. I understood from previous projects that we've had that maybe you are inappropriate people to be on it. Steve - maybe. Bob - A lot of people have reminded me of that. I don't know who would do it any better. I think a review of the meeting minutes from the spring and summer of 2008 frequent engineer budget reviews held in commission chambers (with the advice and oversite of the County Auditor) are called for before making sweeping assertations on the title of expert. Connie - on need for department to reduce appropriations. Tom - not many areas to reduce. 1 hr. 30 minute mark Financial Assurance GAAP accounting (Generally Accepted Accounting Procedures) going to be needed for EPA. It will cost Mindy money but the cost otherwise is much higher. 1 hr. 34 minute mark Sewer district 2, discussion on disinfection. $400,000 estimate for complete replacement of facility. Impact on rates & fees. 1 hr. 36 minute mark EPA has so far been tolerant. 1 hr. 39 minute mark Discussion of whether all three commissioners will meet at the engineer's office for a "work session". *** Sunshine *** Meeting to be 2:00 p.m. February 3, at Steve's office. 11:30 A.M. – TOM BARNES, STEVE SIMMONS & KYLE CROSS (PERSONNEL) 1 hr. 47.5 minute mark *** Executive Session ***with Steve Simmons, Tom Barnes, Kyle Cross to discuss personnel "employment of a public employee". Connie to post "internally" the position of waste water treatment plant operator. 1 hr. 50 minute mark Meetings ends *** RECESS FOR LUNCH *** ? End 1 hr 50 minute mark on cd 25.02 minutes - 5.73 MB File 9 G. NOTE RECEIPT OF (2) REPORTS FROM BECKY SORRELL, JFS DIRECTOR RE: SETS DEPOSITORY ACCOUNT BANK RECONCILIATION REPORTS FOR NOVEMBER & DECEMBER 2009 – CSEA H. NOTE RECEIPT OF & CONSIDER APPROVAL OF A PERSONNEL ACTION RE: PROBATIONARY RATE INCREASE FOR REGINA HAPNER - JFS IX. AGREEMENTS & CONTRACTS A. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: CLINICAL SUPERVISION AGREEMENT W/ AILEEN ERBACHER - $6,684.00 - TASC B. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: MOU FOR PAYMENT TO USE PAS119 SYSTEM W/ PREBLE CO. SHERIFF - $200.00 - ENGINEER C. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: 2010 AGGREGATES PURCHASE AGREEMENT W/ MARTIN MARIETTA MATERIALS - $1,000.00 – ENGINEER PREBLE COUNTY COMMISSION AGENDA JANUARY 20, 2010 Page 2 of 2 IX. AGREEMENTS & CONTRACTS – CONT’D D. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: COMPUTER SYSTEM MAINTENANCE SERVICES AGREEMENT W/ OPTI-VISE, LLC - $5,760.00 – PROS. ATTY. E. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: COPS III & JUVENILE SOFTWARE SYSTEM SUPPORT AGREEMENT W/ TEXT & DATA TECHNOLOGIES, INC. - $2,900.00 – PROS. ATTY. F. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: ROTARY FILE MAINT. & SERVICE AGREEMENT W/CENTRAL BUSINESS GROUP - $580.00 – PROS. ATTY. G. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: KENNEL WORKER SERVICES AGREEMENT W/ CRAIG JONES - $5,626.40 – DOG & KENNEL H. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: POWER GENERATOR EQUIPMENT MAINT. AGREEMENT W/ BUCKEYE POWER SALES CO., INC. - $1,116.33 – SHERIFF I. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING AN AGREEMENT RE: LETTER OF ARRANGEMENT FOR 2009 AUDIT SVS. AGREEMENT W/ AUDITOR OF STATE OF OHIO - $63,000.00 – BUREAU OF INSPECTION 2 hr. 0 minute mark Commissioner Chris Day "They're basically saying that our people that are elected aren't competent enough to do their job" File 9A . Mention of hiring private firm and the amount taking care of Mindy's GAAP costs. J. NOTE RECEIPT OF & CONSIDER APPROVAL BY SIGNING A CONTRACT RE: PLANNING COMMISSION MEMBER CONTRACT W/ DAVID PACHIN - $600.00 – RURAL ZONING X. TRAVEL REQUESTS NOTE RECEIPT OF & CONSIDER APPROVAL OF THE FOLLOWING TRAVEL REQUESTS: A. RES. #69-10-143 – COMMISSIONER BOB STONECASH - COMMISSION --- no cost to the county B. RES. #70-10-143 – CAPT. JOE RENNER – SHERIFF FOJ not to exceed $413 C. RES. #71-10-143 – SHERIFF MIKE SIMPSON – SHERIFF FOJ not to exceed $413 End 2 hr 5.5 minute mark on cd 15.31 minutes - 3.55 MB File 10 2 hr. 5.5 minute mark Bob - Connie, do you have anything else? FY 10 RECEIPT TIMELINE. Mindy to get a copy JFS Children's services. OSU Extension Drainage 2 hr. 8.25 minute mark Law library Resistance to change. 2 hr. 12 minute markORC requires it. paid for by fines and forfeitures. Anyone in county can use library but not Westlaw part. 2 hr. 16.5 minute mark Goose Creek Crossing. Site evaluation, subject to list of conditions. Void one year from date. Well development standards. Connie forwarded copy to David White at Kleingers and had not heard anything back. Mentions group meeting on Friday. Noted in journal. PWS 6837412 JFS position to be advertised internally has been filled. 2 hr. 28 minute mark Marty Bresher request for funding of stenographer. Board Members also get paid. End 2 hr 30 minute mark on cd 24.26 minutes - 5.59 MB File 11 2 hr. 30 minute mark Soil & Water Bob - not giving anyone else additional funds. (just thoughts) Chris - $11,000 less from state this year... if we start giving out money for this and that... Bob- we can't afford to give raises to our employees and this is an unmandated service. Unable t

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