Audit Committee - Regular Meeting

There we go.

This time, we'll call the budget committee meeting to order and ask for everyone to please register their presence.

Mary, you have five presents.

Thank you. I'll now ask that the emergency announcement please be played. Now I'll ask you, is there any public input on items on the agenda? Does anyone wish to talk to any item that's on the agenda? Seeing none, item d, approval of the minutes.

This is the 02/11/2025 minutes that are in your packet. And do I have a motion to approve the minutes? Motion made by commissioner Anderson, seconded by commissioner Bright. Is there any questions or discussion on the minutes as presented? Seeing none, I ask you to register your vote, please.

Mary, you have five yeses.

Thank you. Item e one, resolution 25 dash zero three dash zero zero one, budget increase, various salary and benefits, $43,800 to appropriate funds to county departments to fund post probation step promo step promotions and increase to employees' health benefits from new hires and personnel who elected and increased the benefits during their open enrollment. Do I have a motion to send this on to the commission? Motion made by commissioner Anderson, seconded by commissioner Bright. Is there any questions or discussion on this? Seeing none, I ask you to register your vote, please.

Mayor, you have five yeses.

Thank you. Item e two, resolution 25 dash zero three dash zero zero two, budget increase, central law central services, 64,000 to appropriate funds for the increased legal service expenses for the county fees, which have risen 40% from fiscal year 2324 and another 26% in the current year due to increase in build hours to commission, planning, and development, and the highway department. I have a motion to send this on to the commission by commissioner Bright, seconded by commissioner Anderson. Is there any questions or discussion on this? Seeing none, I ask you to register your vote, please.

Mayor, you have five yeses.

Thank you. Item e three, resolution 25 dash zero three dash zero zero three. Budget increase, General Services Capital, $8,800. This is the appropriate funds to paint the register of deeds office. Do I have a motion to send this on to commission? Motion made by commissioner Anderson, seconded by commissioner Bright. Any questions or discussion on this? Seeing none, I ask you to register your vote, please.

Mayor, you have five yeses.

Thank you. Item e four, resolution 25 dash zero three dash zero zero four budget increase. Juvenile court, $2,546 to appropriate funds to increase compensation to juvenile court judicial assistant to retain experienced employee who recently graduated college and is a a credentialed paralegal. Do I have a motion to send this on? Motion made by commissioner Bright, seconded by commissioner Taylor. Is there any questions or discussion on this? Seeing none, I ask you to register your vote, please.

Mary, you have five yeses.

Thank you. Item e five, resolution 25 dash zero three dash zero zero five, budget increase to the law library for February. And this is to appropriate funds to continue the contract with LexisNexis for research used by the county judges and the circuit court clerk's office, and this also supports the annual increase to the contract. Motion made by commissioner Bright, seconded by commissioner Anderson. Any questions or discussion on this? Seeing none, I ask you to register your vote.

There you have five yeses.

Thank you. Item e six, resolution 25 dash zero three dash zero zero six. Budget increase, school capital, 300,000 to appropriate contingency funds to support fiscal year twenty five capital projects. This will ensure the timely processing of necessary contract changes and prevent delays on project completions. Do I have a motion to send this on to the commission?

Do I have a motion to move this on to the commission? Motion made by commissioner Kahler. Have a second by miss Hannam. Is there any questions or discussion, commissioner Kahler? Just if I may. Yes, sir.

I would like to address a, maybe a couple of questions to mister Baldwin with your permission.

Go for it if you want to. But if you will, put okay. Thank you.

Mister Baldwin, can you tell us how much money is currently in that line item?

Commissioner, there's roughly $44,000 remaining in that line item.

Is that $44,000 encumbered or designed or picked to pay for something that we have on the board that I may not be aware of?

It looks like there there could be a $100 or so encumbered, but the majority of it is available.

Okay. Then I guess I pose this as a question that anybody would wanna answer. But if I've got $44,000 in account that's unencumbered, then why would I wanna ask for another 300,000 to put with the $44,000 when we're two and a half months away from a new budget? Can somebody answer that for

Anyone from the schools like to come up? Mister Dukes, you wanna come up here?

Good evening, mister mayor, members of the board of the committee. The reason why we're asking for it now is just in case there is something that occurs between now and June 3 or, actually, it'll be July the July before the next iteration of the 300,000 would be requested. So if there's something, that occurs between then between now and then, we don't want to delay the project. And if I deem it necessary and it say 60,000 combined change orders, then otherwise, we'd have to delay the the project for that.

Okay. So are there are there plans that I may not be aware of to need to spend $344,000 in two and a half months?

No. There's no plans right now to go that far, but you never know in the next two and a half months. And, whatever money is allocated for this this fiscal year, come July 1, it goes back into the fund balance. So it's not like it's gonna be given to the contract or disappearing.

Understand. But could you not ask for money between now and June 30 if something came up that you needed to move on without requesting $300,000 tonight?

Can you rephrase the question? What?

Would you not have another opportunity at next month's meeting to bring something back that might

be more indicative of what we're

gonna spend $344,000 on?

We we could. We could come back, but just that if there's something that occurs that needs a change order, we typically go directly to purchasing. They approve it. We are ready to approve it, and then we expend it. And then come July 1, we'll that that money, like I said, will revert back to the fund balance, and then we just ask for another authorization of 300,000. And then we would explain what we've spent the 2 and a half months worth. It could be 15,000, but we may not know. We may not even use the 44,000 or the 344,000.

I I would think that we would hopefully, that I think we would know if we were going to need to expel $340,000 in the next two and a half months without surprising. I wanna make an amendment to this resolution, please.

Continue on.

I would like to, amend this to $100,000.

That's fine.

So

We we were just doing it based on the the 300,000 chunks that we had agreed on, but a 100,000 would be fine.

K. And we have an amendment reducing the 300,000 appropriation to 100,000. I have a motion by commissioner Kahler, seconded by commissioner Anderson. Anyone have any questions before we vote on this? Commissioner Bright. So is this, we're giving

them a $100,000 on top of the 44 that's in there for a total of $1.44?

Yes. K. Thank you.

Thank you.

Okay. Is there any other questions? Seeing none, I ask you to vote on this. Oh, okay. Go ahead. Okay. Yeah. Go ahead. Go ahead, miss Hannah.

Mister Duke did just before he made his amendment. Did you say we just did that based on an amount we agreed upon? Is that what I heard you say?

This was an agreement between the school board, the commission, finance, and purchasing that we would not historically, the contingency funds have been part of the contracted bid project, but we've pulled that out, and we agreed to do $300,000 increments. When it got low, we would ask for another 300,000 to carry on forward. But I'm okay with a 100,000 to get us through the end of the fiscal year.

Thank you.

That's the that's the only reason why we asked for it.

Mister Kahler? Well, I'm on the

budget committee, I don't recall any agreement that we would go in $300,000 increments. So may may maybe I missed that somewhere, but I do not agree with that statement, sir.

Well, that it actually is it was done by the commission. It it it was after us, and the commission came and and came up with that and and asked for

the 300,000. It it it

Any anytime they ask for it, we give them an automatic $300,000.

Well, they get 300,000 at the first of the year Okay. For contingency. And my understanding, mister Dubs, is anytime you spend that contingency, it comes in front of the the commission. Is

that correct? Right. When it gets a little enough

they spend that any of that 300,000 into that contingency,

it goes in front. It's it's supposed to actually go in front of us.

Okay. Well, they hadn't spent it all yet, so that's my Right. That's my point.

Yeah. Is there any more questions? Good. Thank you, mister. That's good. Still ready to vote on the amendment for 100 thou reduce it 300,000 to 100,000. Please register your vote.

Mary, you have five yeses.

Thank you. So now this resolution twenty five zero three zero zero six.

And we need to vote on it as amended.

It will be voted on as amended. Any other questions on that? So I have a motion to send it on by commissioner Kahler, seconded by miss Hannam. You will please register your vote.

Mayor, you have five yeses.

Thank you. Next up, discussion possible action. There are no items to discuss. Seeing nothing else on the agenda, do I hear a motion to adjourn? Move to adjourn.