Legislative Joint Auditing-Counties and Municipalities

Ten percent of maybe motion second I think I don't have a game what they do that thanks okay. All right now all those in favor say a okay all posts they know we need to go into number three which is c is revealed reports okay thank you mister chair we will begin the review their ports and will begin with those uh insteads that have people here the first will be on place on the city of dermat for the year two thousand twenty one. The city paid a total of two thousand eight hundred ninety three dollars for overdraft fees and light fees and conflict with the public purpose doctrine discussed an attorney general opinion ninety one dash four okay on excuse me just a little bit more home page three. The balance in the district court citibank account was not identified with the receipts for a case is not yet adjudicated in the payments made all and all and paid individual tom accounts in the amount of fifteen thousand three or fifty three dollars in not compliance with code a symbol of fanning was noted in the previous reports dating back to two thousand three district court clark meg and charlton is here to answer questions about the court bank account identification my amp if you could just turn your mac on and identify yourself please my name is megan charleston but their monday strict court just go right ahead and have a seat mail which is literature yes ma'am could you explain the situation where you guys in inside your city and let us know exactly what's going on on please that I inherited we have had we've been trying to track it and the number just fluctuates so much that we're not able to effectively disperse the many without overdrawn the account. Senator lubby recognized thank you thank you mister me a few say you cannot disperse the money without it be an overdrawn okay so didn't mean there is a deficit somewhere well so one month will have like six thousand dollars that we can say is unidentified and then the next month it'll be five it just it won't stay the same we didn't have this issue with our city are civil and small claims account and we were able to disperse that money there was a lot of bookkeeping errors prior to me coming in okay so i'll give some trying to figure out you here you have money that was undispersed correct in the end i'm assuming that you're in these in in that account and then you just person things cry is mr jones horror for just with mischange time make this make sense to me okay this is our most common finding in district courts uh is you know they the courts collect the fees speed tickets other traffic offences generally and then they'll disparce that those moneys to the state to the county and to the city and so at this particular time at the end of twenty one they had more money than they could identify so i'm listening to her talk and everything that that is not staying steady a lot of times if it stays the same amount are very close to the same amount we'll ask them to get with the judge and administrative office of the courts and they'll don't make a. They'll have them settle that amount that they can identify with those three entities. And evidently their month has not been able to come to come to the same amount every month and so they're they're not selling everything they're bringing in or maybe sometimes they're making mistakes the other way so but that's that's a very common issue in in in the courts so how how do we wrectify and so the well she we need to get to a point where that amount is the same and then she needs to get with the judge and administrative office of the courts and I can give her an amount that she settles and she can kind of start fresh and so that that's what what needs to happen. Is there is there anything that we can do. To actually facilitate there um mean our our staff continue to work with them but we have to keep it's a repeat finding so by committee rule we have to keep bringing it back to you in this manner so how much how many years and they have has this fan in occur long time the finances back to two thousand three okay so if the finance better two thousand three nine when do we just make a decision there well because we haven't come to the same amount evidently uhm i'll i'll make a note and we will get with that auditor this is a two thousand twenty one engagement so we will be doing maybe it's two thousand twenty two or a two thousand twenty two in three pretty soon and so will we'll try to work further with them okay all right within a a I have no further questions of thank you ma'am thank you terrible appreciate their comment sent to hammer thank you miss here thanks for being here today first of all you made the comment that you inherited their showed defeat that you have the adequate training in order to be able to obviously because if identified this but i'm just curious when you say you inherited it what about the person in front of you and maybe this is more directed to the staff if this was a repeat finding was that all under one person or can you can like me on that we would have to look back at the work papers in will we'll try to have you that information by then into the meeting will follow up and get you that information okay so so then back to you may you you feel that the line in the sand has been drawn today to wear moving forward what year here answering four that is not under year watch but was under the previous watch do you feel that this is a line in the sand moving forward that these these findings won't occur again because you have the proper training. And you have what you need in order to make sure it's straight going forward okay thank you thank you mister. Okay. Yes sir representatives I have a question okay on the the finding where the street phone restrictions you had thirteen thousand excuse me I mean back up on this. They're thirteen thousand five hundred fifteen dollars that was spread and properly non street and violation of amendment three what what you're founding says that europe set up to pay this back I have no knowledge of that that's with just the court system that you're going to currently miss tear is there anybody here who has knowledge of that representative we uh we we checked on there and the they had an ordinance that was on the agenda for their september twelfth meeting to to pay ten percent back and so we we check to see if what status was nets that's what we know and I think jos and information here okay but this is about center hammerst question in which I was giving but that they supposedly had an ordinance on the gender for the september meeting okay thank you thank you mister thank you representative thank you i'm on the directive to staff I notice that on the first finding it says the bank accounts were not properly reconciled or reconciliations were not approved by a municipal office so official or employee other than the prepare who was at the dead that in is that standard practicer was that part of the problem was the person who was doing the work where they actually authorized to be doing the work yesterday uhm the the law says the their source that supposed to be someone besides the person who reconciles the bank account who who approves that who looks over that reconciliation and so what we had there is that. Someday counts weren't reconciled properly and they and the reconciliation is warrant approved by someone other than the person doing the preparation of the and be doing the reconciliation of the count and so that's that's in the code okay was there any question there's money missing i'm trying to read there's no no sir there's not is just the reconciliations just reconciliation I thank you thanks serial representative thank you mister chair I have a motion if it's proper at this point in time to hold this report until next month so that we can see what would they action they took in their september meeting and also maybe give some time because having been a district judge you can get to a number on this district court and phone so that's kind of concerning to me that it's been going on for twenty years and so I would like I moved that we hold this report to next month okay. Representative dobby has made the motion that we hold this over to the next meeting next as far as I would be next month when it take next morning in the near second okay all those in favor say a possible alright you'll be back next month may I we need to have you here for all possible day right. Okay hammer i'd be curious to know if representative darvy feels that there are to be somebody else here in which she specify there certainly outgoing yes so the motion that you're making set a relationship I guess I was not as articulated and thank you sir hammer yes my measures how that so that we get the proper people here to find out what the ordinances what their plan is on paying as paying that an amount there into also on this amount on this district court because I feel like the they can get to a number that they've have to reach out and find somebody to help him but they can get to a number that we could they can move forward i'm sorry I didn't articulate it was debt to switch my motion I would like to have someone here from the city that can speak to the street phone that was brought up as well as your issue on the debate balance okay may I mister chair so okay and end up that was made I just wanted it to be more than the young lady at the end of the table I just should know with your expertise who that ought to be or that can be communicated staff because you've got the knowledge based on them but I think the staff but the step knows who to get here and can get them some help or get AOC yet the administrative office of course uh I believe it's a christian and her less things left me all said betty way administrative office of courts over the division of district court I think that they can work with them and see if they can kind of help them out in the intervening time that's right and in representative carol I think that europe warning the right people in the right spot to to explain this whole entire situation next time around yes may have okay okay so. Thank you all right we'll move on to the city of joiner on pages six and seven the city pay one employee a total of one thousand eighty six dollars due to undocumented over time hours the salary increase without authorized documentation overpaid vacation time and clearer claires in addition to imported leave request record was not always reflected on the town sheet bank accounts were not properly reconciled and reconciliations were not approved by a person other than the prepared non complaints with a similar finding was issued in the previous support standing back to two thousand and sixteen the general furnished treatment cash receipts and dispersed journals and the fire equipment and training cash disports miss general for not properly posted in our complaints with code a similar finding was noted in the prior port continuing on page seven federal and state peril with holdings were not remitted to the appropriate entities in a timely manner a similar finding was noted in the previous reports deading back to two thousand and seventeen which quartered treasure jose vasquers is here to answer questions yes ma'am and can you please pray give us your name is jesse basketball treasure for secretary thank you can you can you explain this situation my own to us yes sir. I well ok so on the first finding the city won't make sure that the invoices have attached documents to every time she weekly monthly however everybody gets pay to correspond to worth the payments with payroll and dispersements and we've started doing that. Weekly per every pay stuff has the time sheet attached to it so that it could matches appropriately. To each payroll okay term is that they only problem that they have the the other financial better but yet see on the bank reconciliations we we hired a cpa as a. The beginning of summer I believe in we've started new software the cpa now takes over the nine forty one they're not preparing federal instead of preparations taxes and everything um she set up the payroll for each person in our software so we just put in the person's name on it and now it just it takes a deductions automatically the cpa or so uh which is doing everything that converts with the payroll in there then i'm forty ones in quarterly sheets and all that she's handling that partner what else. And she after trying me to do the bank reconciliation so we got that cleared as well we also had the other come down to check to see if from the report that it was giant when the closing was down to last month to see if I have corrected everything and everything did lined up everything she's with the satisfier with how I was doing she's that everything was good and they was rick and selling properly. Since then. She covered ok thank you mail appreciate your testimony without any exceptions we will found this report deferred would further report okay your file report okay okay well all right will move on to the city of hollygrove on page thirteen. The sea treasure or the one thousand or check to cash and endorse the check without documentations to substantiate a valid business purpose and not complaints with the code we were unable to determine how the funds were used individual satasians in the completed satisfied books were not reconciled to the individual satasians is reflected on the rest reports or court dockets by someone other than the district courts corks office in our complaints with the code a similar fanning was issued in the prior report recorder and district court clerk pat megahee is here to answer questions about the satasian books my name is payment gave him a court clerk serious party grow. May I go round here explain the situation what we're trying to do to correct your place the boy keep or she resigned in a normal plate to go with the day she resigned and they used to sign up on the report at that generated from the assistant. And we've been through a few judges but a state finally appointed so we got a judge in place now and he has appointed the police to sign up on this only on the statements. On the report was a rick rapids out okay ma'am thank you thank you for being here today yes thank you for clearing it situation though Okay we will found the reform. Alright. The. He will move to the town of omaha on pages sixteen through seventeen this is ten a half for the years two thousand twenty two two thousand twenty one and two thousand twenty adequate sporting documentation was not maintained for all disbursements as required by code is similar finding was in the previous report the fixed asset listing was established but not probably updated for additions and deletions and a fixed assets policy had not been adopted and our complaints with code the similar finding was in the previous report the following deficiencies were noted regarding the cities receiving process in our compliance with code pre number seats were not issued for all funds received receipts were not always issued in sequential order or in a timely manner or formally receipted at the time of collection or at least opportunity a similar finding was in the previous report continue on page seventeen bank reconciliations were not properly prepared for all bank accounts or approved by municipal official or employee other than the person preparing the reconciliation is requirement a similar finding was in the previous report cash receipts and disparsements journals are not properly posted and reconcile with by deposits and withdrawals and our compliance with cone a similar finding was in the previous report council did not designate an official agency or department who shall be primarily responsible for collection of found assistant district court in our complaints with the code the similar finding was in the previous report and list of all uniform satisfying books and the corresponding range of tickets in each book was not maintained as required by code a similar finding was noted in the previous report may or lessly keen in police chief toward borison or here to answer questions so could keep please come to the table. Thank you german for being here they once again could we get you guys to identify who you are and what job description that you have unless leaking on the mayor of the law my name is member chief of police in almost okay chairman is there something that you gaza channel add on this for to let us know um I don't clear in this uh I can begin with the first binding we've been permitted to new invoice system that's done monthly the second finding we've been corrected we've adopted a policy up to a thousand dollars. The third banding these were posted by imp- in approved by the council and we did pass by an ordinance finding number four is at this moment is all completed up to date and i'm person making sure that they are completed. Finding number five okay this I guess this is where we didn't take the arm money to the bank within like when we only did it twice a month and we're doing it weekly and are town as they have a bank so we have to travel thirty minutes away so it's been done once a week finding number six that is all up to date and corrected. At this moment finding number seven this this what is this was the audit before that it says there was a review about the council correct okay it was it was reviewed bomb that probably was most likely not discussed in the minutes because they were all sent a copy of it you know and to my knowledge I mean it was discussed in the in the meeting but they didn't bond in the minutes and number eight the water department audit is finished and we do not have a copy of the completion form yet in the last one is any of our fines we don't we don't have a collector so it is up to our our local court system in the county to collect it and that is the collection point for our funds. I'll address the last one. About the login in the ticket books allow central of government sir he would just tell me put my macrophone closer so he could hear me so the finding with the take a book not being logged in and out I have no one else to blame but myself it's sloppy work and we had listed the ticket books a honest either paper and I had not logged in back in we have a total of three ticket books that you have been signed out and since that time I have got a sheet to log that in and out i've got receipts of each book going in and out and done i've been a chief therefore seven years and i'm still in my first ticket. So but that's been corrected it sounds like you've come on here is there any other questions that we need there we just thank you for being here today yes sir thank you if everyone would cooperate like you guys have just done we'd be in a heck a lot better position okay but thank you all for being bearing issue about that so thank you for hearing that yes sir thank you both yes thank you. Alright with the exception of the city of gold I believe we have. Reviewed every every report that has visitors here is there anyone that's not from gold that has been asked to be here okay are we will go back to the beginning of the the least and of the synopsis and will go to page six. And the recorded treasure for the town of jack support was invited to be here she's not here today today staff would recommend deferring the report okay okay i've got a motion to refer reporting out a second all those diverse they are so all right paid seven month counting the the county sheriff was involved in to be here today but he's not here staff would recommend deferring the report but got a motion to further for a second. All those direct they are right on payg we have non water department uhm reports that we deferred last time waiting on responses we received adequate responses staff would recommend following all none of these reports with no objection will our report all those favours there are both I know kay on page now and we're going to begin the reports that are referred to the proskin attorney in the attorney general the city this is the city of lono for the year two thousand twenty two the city discovered that employees payroll direct deposit have been fraudulently diverted to another bank account after the employee contacted the city about not receiving his payroll direct deposit he was determined that on september not two thousand twenty two the city made the direct deposit change request after receiving an email for more appeared to be the city employees email account this transaction resulted in a one thousand five hundred twenty four dollars lost to the city uh no one was requested was requested to be here because this is not a repeat finding the finding in the report or being referred to them paying the attorney general staff would recommend following the report with our exception with our report okay alright the next is the tanner vocal for the years two thousand twenty two two thousand twenty one in two thousand twenty recorded treasure in a net barns uh called and she was able to t and there were two findings won was uhm they gave money to the evoke of volunteer foreign apartment at a contract for services and that's in conflict with the architects our constitution the other was the their fixed asset listing. Uh was not updated to include additions in relations uh miss barns emailed us a document documentation of an updated uh fixed asset list staff would recommend following the report. Like most powerful with their exception we will follow is report cay continuing the next report the town of beer for the years two thousand twenty two two thousand twenty one in two thousand twenty in two thousand in two thousand and twenty two the towns pay one thousand five hundred forty dollars to the mayor for park attendant services in four thousand seven hundred seventy dollars to the spouse of the mayor from keeping in park attendant services these payments were made without an authorising ordinance and apparent conflict with with code this finding is going to the prosecutor because it's violation the state ethics law no one was embarrassed because it's not a repeat binding staff would recommend following this report there are no questions. Okay this one has been turned over to the broadcast file without acceptable file all right we'll continue on page tio uh actually this is a town dell playing for the year two thousand twenty two there's several findings but multi another memory repeat or they have the officials there are not involved the finding that we're going to read is kind of the top one third of page eleven the recorder treasure payroll prepare received a salary overpayment the five hundred fifty dollars this particular finding is being referred to the prosecutor uhm we don't have any questions staff would recommend following this report that accepts you for report care on page twelve um we have the city of grady. Um the the mayor and the police chief were invited to be here. But they are not staff would recommend deferring this report with that acceptable world for a report can pays thirteen we have the town success for the year two thousand twenty two their quarter treasurer made it made personal purchases telling one thousand six hundred ninety dollars from the city's credit card city personnel identified these improper charges in the recorder treasure reimbursed the city one thousand dollars on september twenty first two thousand twenty two subsequently after enquiry violence live on its day the recorded treasure reimbursed the remaining six hundred ninety dollars do the city on august eighth two thousand twenty three these transactions appear to volley with the sarconstitution article twelve section bar this was not a repeat finding so there were no there was no one invited this report will go to the pa in the attorney general staff would recommend following the report that no questions with that exception will foul for the next is the town of zink for the years two thousand twenty two two thousand one twenty one in two thousand twenty on page fourteen. Uhm the town paid two thousand nine hundred twenty three dollars two thousand five hundred eighty dollars in two thousand seven hundred fifty five dollars to officials in council members in two thousand and twenty two two thousand twenty one and two thousand twenty respectively for mowing repairs and miscellaneous labor without authorizing orders in my complaint with arkansas code uh this this funding is going to prosecutor because it's a an ethics is she finding just a note from stare the heads they have had several findings and the reason there are no invite teases because the officials keep changing we've had a conversation with them the we're going to do turn around and do two thousand twenty three hopefully in in early in two thousand and twenty four and if we have the same issues will probably recommend that they'd be placed in the substantial nine compliance missive counting all scenario but anyway this reports going to the peer pa in the turn general staff would recommend following the report with our exceptional father report okay on page sixteen these are the reports uh with repeat planning city four for the years two thousand twenty two two thousand twenty one two thousand twenty the mayor is not here he he has been seriously but the city is in the process of trying to hard an analogies for their water and sewer and that's the reason he was going to be asked to be here and so staff would recommend deferring this order into uhm the city can provide us an engagement letter that they're going to receive their water and ceremony okay if could someone make a motion to the further support ok motion second okay thank you. Okay one page is eighteen through twenty three there are eighteen reports with adequate responses staff with uh be happy to take actually any questions you may have there are no questions staff would recommend following these reports. Motion for report new second year okay okay on pages twenty four through twenty six there are sixty one reports with no finding staff would recommend following these reports motion in a second powerful. Okay now we will move back to the city of google which is on. Pay it begins on page three they're really going to concentrate on page four. The. And they will go from there city of goal for the years two thousand twenty one in two thousand twenty. The counting procedures from his spanish are set for in arkansas code fourteen fifty nine one or one through one nineteen the submission or counting law the city was not in complaints with these codes the proper accounting procedures is noticed below cash receipts and dispersement channels are not probably properly maintained or reconciled to the bank bank accounts were not properly reconciled in the reconciliations were not approved by someone else prepare pre numbered receipts were not issued for our phones received or issued sequentially. Receipt books were not properly maintaining pre number checks were not issued for all dispersements and not issued sequentially duplicate check numbers were issued in the general phone. Invoices and supporting documentation were not provided for all dispersements a fixed asset listing was established but not in the but did not include all required information the city's posted in your financial statement did not include all the cities receipts and dispersements by phone and the cities and dataness similar issues were noted in the prior reports dating back to two thousand and seventeen this report was deferred by this committee last month so the the mayor recorder treasure in the city council could be here and discuss what with this committee what they're going to do to prove the financial records may or hazel prove it recorded treasure sheila mangram and the city council is here to the visit with the committee. Ladies appreciate you being here could you all share a little the situation that you guys are in and maybe how your found the work towards getting this corrected yes my name is silamen on the recording trade policy in the uh uh getting contact with accountant dominique green from csasa where you and she's going to as in her bank statements so the she can reconcile the bank statements and she said that she would be paying as well and bad the post off tointer twenty four. My name is haze the pruit and the marine. I inherited all this. Yeah. And you might now want to hear but really help we've been out of compliance everything else. Twenty twenty or fair they believe. In account suggests sits and let it go and I was on the council in twenty fourteen and I tried to get them to correct it apparently they seem to think that if they don't do anything about it is just gonna go away and I don't see in about it working with the trying to get. You didn't trap instead of trying to cover up things that's been done what there was intentionally a bad mistake i'd think that we should go into these accounts and correct them instead of trying to cover up what's been done wrong so I don't know. We need help. Senator love art thank you miss share so I just heard your recorder treasurers say that she sent in the bank statements to the artiturn in the artist on a reconcile and give it a be finished with their process and twenty twenty four what are the measures to think need to take place there's the account will miss the learn so what what other other measures do you do you feel need to take place after your life we need an investigation we need the manicably training that we don't have and a lot of us don't want to get some people been on the council for forty years and never been to a municipally training and they think they can worry this. Not like a beers and it's just on it and that's what we make and all that mistakes. Yeah please see him what i'm saying no me so whatever you want to say of here i'm just i'm just channel figure out what what needs to be done. When you are access to do something please check and see that we are doing it and instead of just telling you things because this is a lot of things that's happening with saying if they were amount but we're not doing what we need to be doing to get the problem corrected can you understand what i'm saying I do better I guess i'm trying to i'm trying to get some measures that should you're going to be taken in order to correct your findings because these are some significant fan is in mister jones has said that someone went back to twenty seventeen in AAA here what you're saying in regards to your council and I guess are you council members here today from here also are you council members are here today ok mr johns can I ask you something so in regards to to any any funding that they receive from the state is is that in germany at this time yes it probably is this is a weird working on the two thousand twenty two engagement right now. And what what we anticipate is similar findings that's what we intism now that being said and do know that um john workers and from the minister league visited one of their city council meetings recently. Uhm and so I know he would try to get them some help but but yes if we have a similar finding which we anticipate and we finished two thousand twenty two we will recommend to this committee that they be in the. The go through the process of substantial non complaints that's where we'll give they'll get sixty days to get their records in order or they'll begin the process of losing their turnback funding okay so so I guess in so in losing their turnback funds first we take the first year we take half in the in the the second you would take you to attempt for is that the way it works is they get sixty days from the day you guys approve that and so usually works out to more than sixty days because it'll be the meeting following sixty days and if they're not in complaints but the end they lose fifty percent then they have another sixty days if they're not compliance but the end they lose all of it and they have a and at that point it's still going into escrow the turnback money is they have another sixty days if they don't get the records in order by that point that money is redistributed to the other cities in the state okay so so so I guess i'm wondering if not only the mirror but the council do you are understand the punitives that are going to take place if you are not coming to compliance quickly ok as many you can. Hey my name is holland for second has press the uk new swap you you can eat you get to mail see this thank you mark mail could you please identify yourself and what you need to replace okay my name is from the city of google have been on the accounts for several years not no forty but several m as you go back with looking at these records here. We have just about the same time a representative. They do that college has to be called in this situation that we're in you now with these fact these are found is here that you all cited as far as the council ham again a we have a dressed mostly all of these that we could find some of the records we could even get to coin the require tracies office. And we could not get the computer that air the information only if we had gotten it we could help answer the audit questions that they all so we did that's what you sent out we were not we won't get night to try to get this together so we get this together put it in the article and and she said if anything else she needed to have notified so with this we have worked is a hundred percent together we worked together is not with the council. The follow that the mirror and the council got to work together and we you can also have any means that we have met the work on this and how many times account the may I have been with us so we could not get the books we are for numbers in january so it can be put in the required address of they have not made their rabbit to about two weeks ago they come out of their office somewhere and also they computer came out and offer the replacement after we had again this report took the fill out a bit week what to ever count of can pull this information for me so we could and also that there's quite I want to get this awful the bank that this council and put it we're hit need to be here is not the council that is not working together is the matter that the work with. Now let me go back and say that the budget we have we tried to get but in the crew in january which everywhere that we had that make it motion to get the city attorney to say but now you can ask what you want is more in the year so we want to clear for app and let you know that we are trying to do everything we can since we get that we can go for we don't have she said as you said the cs c s a person they're sold so the computer will know what they computer I couldn't so weird and to go over and correct you and that's what with and to do so going forward with if you all out pretty would you let us give us another chance not to take our find back money back money because we are right at the point of getting a water sittake system there right at the appointment and we need that water system there for the city for that for our city so we can get if you're also working again so you you understand why i'm going so what would you do on the state so the only fees i'm a later that the situation is supposed to be has that the council we are working again the interde won't get it done we get any interest again just to act we did this right here I worked but i'd look at my to get in there to try to help get this these reports together i'm here today but and be a lot in the end of what my son take that off the date to come it. So let's point it if for the senior boot to me up in the state of and I want to help I want to help the city thank you for calling for premium up yesterday and thank you for bringing you because if you don't look at the problem and attack the problem you're never going anywhere it looks like you're trying to do the things it's right but now we'll say this may have the term back money to our series is very very very important so hopefully they'll get the message back home that we're trying to get destroyed okay thank you thank you can ask say something else hello is my mike's now believe a lot of people in line to ask questions or let's let's have you say something and then we'll go to the next person online me yes ma'am are like I see it. Right inherently this problem if you can go back to tornadoes seventeen like she say it you will see that this problem being existent ever since twenty seventeen the largest trian to get it fixed now. They don't want me in there because that expose a lot of stuff nagative colour of documentation to say in different they vote for these for each other and. What is a mistake are all purpose when they find it out they don't try to correct it they try to cover it up I got documentation from this if you want carpets but don't be fool about these pretty speeches alright thank you representative you had a question thank you mister chairman so it sounds like you got an issue between the city council and the mayor and until you guys get your act together and work on this together you're not going to get straight now so the only way that it can be fixed that the state holds back home to your turn back money in in said you're not going to get it into you solve this problem cause this has been going on for a long time in york and fight with the mayor in american fight with city council but until you'll get together and truly want to work this out there's the only way it's ever going to get done but I tell you what it's going to come down to the point where the state is going to hold your money and then you're going to get it fixed in the the same thing the steer taken place but they are trying to cover it it don't it don't matter you need to work with the city council in the city council needs to work with you there was you're not going to have any money and I go to the train with the income right that yes you're not a part yes sir if you're not the table please do not speak of united table please do not speak senator hammer thank you I feel like i'm in the middle of the food fight and I think senator representative general berry said at best night is the i'll do which you're going to do down there but the day we're going to do we got to do up here which is the law and that is it's going to turn back money and that will be unfortunate for the citizens of gore especially if it cost you something what i'd like to hear is from another city council member that would come and i'd like to know where you are in the process of that water tower the time frame that you are on. To make sure that it's underscored how important it is that you get this resolved and what's the deadline as far as how your water tower projects would be threatened if this is not fixed please identify yourself hello my name is jeans and the adjourns my name is tears in the agent council woman in c of course and is very very imperative that we do get our water tower right now we just garden a be it for it so they will be trying to break round at the first of a year if we lose our turn money it'll be devastating for us not to get this water system we have been well i've only been in go thirty years but I used to visit so it's been there a long time we don't have water pressure in our fire trucks can't get the pressure to help us with it if a fire is going on so it is very imperative that we do get this water to fell up mischief yes thank you the what is what what are the requirements that are affiliated or associate with the grant that this mess if you don't get it straight now would cost you the funding for that tower and it in ma'am if you can answer it maybe in those city council member but i'd i'd like to hear the answer that question which which cut off date. Today pretty much is today we need to get this direct immediately we just are being we lost the beating for the water tower once before this is our second time without a previous mirror we last debating this is our second time with this beating we just went back and repeated because we were deny due to the destructure of the tower that we will warning so we had to go back in this is the this is it we don't have anything else this is it our contract is toll us the last mechanic meaning which was tuesday this is it miss chairman would you allow the german region is hand to come with the table thank you please identify yourself i'm dubs buyers have been on the council since last march and to imansion to your question we did meet with engineers they have they have worked there are three entities that are providing a funding for this they put out beards they're supposed to start construction after the first year if something did happen to our city and those lending agencies backed out or delayed then we may lose we may lose the ability to get our watertight build are they aware of the situation that you're in with regards to the findings and the auto report and have you had discussions with them had been open and frank with them and what are you communicating with them as well as we we have not sent her we have not we they've been it they've been in some the council meetings they've been to at least two council meetings so they may you know they may have picked up only that our council meetings because we we we discussed this but we have not really set down with them and gone over all this with them no i'm not sure because I know there's others thank you mister senator gilmore please. Was buyers thank you for being here and I would like to hear just from your perspective as a council member what it what are your thoughts on the deficiencies outlined here and what is leading to that in what needs to be done from your perspective to address these issues can. These things that are on the sheet uh assume that we're we're beyond do anything about those things though those have been said in stone but go on far forward we have been providing documentation to the to the auditor uh about last year's finances as well as partly they they've asked for even some of this years firstly much of this year so we're providing all their the council council woman was correct we've been meeting as a council we've we've we've been maintenance sheila sheila has a she's going to we voted to uh send her to trying with municipal lane we also hired a yeah miss green from the software company to come in and help us get this get this straight now center we're doing. We're trying to do everything we can get this straight in there that is is what you're doing working in your opinion or are we even to that point where we can even qua- quantify that yes on on what from last year and the and the part from this year yes so what assurances can this and follow up if I make I know i'm taking some liberty here so what assurances can be provided to this committee that those things are taking place and happening from your perspective and the council's perspective. Well I think the council almost was correct the council is unified there's there's no division on the council the only thing the only thing up with the council is we're part we're part time you know we only we only meet as a council once a month but we are we recognize a problem with work in to try to fix the problem at AC unanimous support on the can't on the council to try to work together to fix this will will do whatever we can the municipal league has met with us they've been very can and they've been very helpful we want to get this problem fixed we live in a good town with good people and we want to provide the the services that that city can provide some answer your question well I think it does if if we see the results of that work right I think that going forward and we need the assurances rightfully so because we're here like all of you to also take care of the taxpayers and the citizens of the state which includes the citizens of gold and we have to have assurance is that that's happening or we have to do what we're required to do which we frankly I don't think what to do but so you know I again I don't know I think we need there's a lot of issues here as you're aware and I think we need to see some some change happen substantial progress yesterday I agree. Mr jones can I speak please. Yes you meant I was going to say that and when I talked to domini and of our talk to two other people that worked with csa somewhere and I was explaining to them mister jones about the pre number jakes there isn't in the numbers on the shake so it does it magnetically and uh the other day who announced per now to check and also count that in a printed out the same number twice so alcohol misgreen and explained that to her and she went in and she did something so we should have their problem with but uh a rattle documents amban in getting myself organized so I can pay and everything and put it in this proper place isn't that that i'm naturally it's so much that the goals on its own and I won't go into it yes and will china work with the council when every single thing that are scould in say anything with the council and I don't talk to the ominous let them know everything that's going on so that I can support them in they can support me as well thank you represent your fight thank you mister actually I have two questions on for staff and then one for the city of gold now you building a new water towers at what I understand yes sir okay situate your water fees not pay for that water tower yes sir go and forward yesterday but we have to there are three lending agencies that are lending us the money so if if if any one of those three backs out of lending his money then then are the wallet tower can't be willing are you doing this through arkansas and irs in our csb I don't know. Okay they were the guarantee in this lonely there they're they're one of the they're one of them I think there are three entities and i'm not I don't i'm sorry I don't know what the three entities are okay yeah I mean yeah okay in my other question is the station i've been on this I think for this is my sixtier for maybe seventy year and I think the city of goal has been on it every year burned last year and seeing today they're got two audits together correct. Yes they were we did two thousand twenty one in two thousand twenty together and we're doing two thousand twenty two right now okay how many years have they've been out of compliance I guess will the main finding that they're here for goes back to two thousand and seventeen thank you senator hammer. A chairman I got emotional to proper time please proper time well before it make that most I would like to ask how much turnback money uh how much turn back money deal get you know right off how much talk to one thousand twenty thousand years sir okay it's ninety six thousand nine hundred that's done we get to one thousand ninety six thousand a year yes there's some point in there too many some thousand okay I read a motion proper time assume I have got one question first senator erin thank you mr terrano not on the committee but i'm just curious you have yours talking about funny at all institutions that are that you're dealing with our loans and different types of financials that correct is the city of gold involved with different financial private banks financial institutions not private banks I don't believe I used d a a n arc. Those are existing usd a loan new at usda water tank loan and new ANRC water tank long apparently those of the three entities that were being aware but but other than this apart from the water tower do you deal with any banks or any financial institutions whatsoever I mean do you bank with somebody right yeah just a buy I mean but could you not reach out I mean you're sending her to training which is great it's a minute smalling but but you could also perhaps partner with a reach out to that institution for assistance in a county and and processes because they have a they have a vested interest and helping you get the straight and my opinion you know they would that might be something that you could explore as an option is to go to them because there are financial institutions you're banking with them you want to make sure things are clear right that's good for them it's good for you so maybe reach out to that that bank that you're dealing with to help you with some accounting practices and help you get organized and don't be afraid of reaching out and asking for that help cause I think that's really really important I just wanted to suggest that because sometimes we just we don't think that there is anybody out there that can maybe help us but they could and I just wanted to thank you for mrperiod chaired I just wanted to make that point and also thank you senator like one when I person get to the city of google and I became recorded trades we were in quick boots and quick books was like manners of million dollars I don't know where maybe it was done before me but then who we switched on move on great books to csa melanie blank bontain I think it is she's an account and she took out information at a quick books and put it into csa and I don't think everything in the. Was rate and because I am not an account I can state it for sure and I can said it wasn't for sure but I know that every time he tried to do reconciliation I would call alicia how good from star. Error she helped me out a lot when I need and she was selling mister bears and myself that the reconciliations and when might because the bank account one right but when we get the statement on thomas we get like one hundred and forty four thousand dollars in the demand but the computer says we only have nine thousand so I don't know so I guess you'll probably have to work with the musically in the accountants to get that figured out sender love you have question i'm going to get back to the tariff finance and so how how much turbot phones do they receive etc okay in just getting updated here in two thousand twenty two thousand twenty one it was around eighty thousand but I saw the eighty thousand so so at this point in time they're they're going to have roughly a hundred and eighty days or so in order to get this process done it would within that process if they don't get it completed in they will lose. Forty thousand dollars but I mean that lose but i'm just saying we will escrow forty thousand dollars so they will only receive forty they only receive fifty percent in the terminal correct the the way it work is this process and we're not we're not recommending today that we call it in substantial non complaints it's going to be when we finish the two thousand or anticipate we we think we're going to see this again but we may not but uh so it'll be after the two thousand twenty two report whenever that comes in the ohio sixty days to get it ready and at that point there would withhold fifty percent of the turnback they get so that each month their turnbacks can be cut and half so mr jones winding we anticipate rapid of the twenty twenty two for them I would say in the next month so are this month so so roughly all right so and the kids it accounts on the the mirror here and they're they're here in this you know i'm this is just margin what I wish for you are to do is to get together because if you're talking about doing the water tower you're gonna need this to find it in so you guys have to come together is is a number of people have said on this committee in order to get this done is my hope that you are we all because other than that I mean if you get the same finance we're going we are going to and we're a mandated to do is to take half of your turn back in there and if you not come into complaints take it all in disperse it to other city so there means you don't get it back once you go down that role I mean it's just mark. You know plea to you are that you are come together and get it done thank you mister chair thank you center love representative thank you mister chair this is really for staff and help me out here is sure is frustrating for me maybe not for a buyer else on this committee but we're five years down the road from the first time we had this finding in two thousand and seventeen then we've got this finding eighteen nineteen twenty twenty one and now we're on twenty two and twenty three and staff says they're not ready to make that recommendation I think it's really frustrating to me can you explain why we have to wait so long when if we put some pressure not just on this city but other cities that this happens to maybe in that hundred and eighty days they can get their act together I mean it is frustrating as a member of this committee maybe i'm just the only one that we have to sit here all this time be getting some pressure in some help to these cities could you please explained me why it takes us so long to get here in some of these cases that they were doing two or three years at a time on these reports like this report was two years I think the report before that was a three year report so there's five years in the laws basically when we issue a repeat finding you could be five years down the down the road and also sometimes officials change so we don't bring that to you unless it's the same official in office now what we do what we noticed sometimes I explained it I think it was the the tallesink earlier we talked about there is there was all there's been a long run of them never correcting it and finally we we get to point we say doesn't matter who's in office we're going to recommend your substantial non compared and so that's part of the reason is we're doing multiple years on the small cities and have now what this were making some moves that if they're having deep troubles like this we're trying to get to those every year and sometimes that's not easy to do. With our other commitments with with the same orders do education or its that do these cities and counting so we have to get all the school districts down every year and then we do the counties and the small so that that's part of the reason that it takes your you're saying that it goes that far back some of it is just constraints on our star thank you representative dollar I think sent her representative right you have something you want to save before yes I should appreciate this there to call sir what you're saying in his right there is no dear mama but sure there is a lot of different places here that we have a a real bad situation we want you to do good don't ever we want you to do good but the thing over here they're going to go out again this next year and if this comes up again i'm not sure sure it's called be so helpful thank you though for thank you representative all one second senator hammer you have motion I do assurance i'd like to I actually make two motions the first motion is that we require the mayor and a city council member to be chosen by the city council to represent the city council to be at the november and december meetings to give a report to this committee of the update on their progress that's promotion i'd like to speak to it if I can get a second on that please sounds good speak to it go ahead senator hammer thank you and part of his i'd like to make this motion is unless I misunderstood what said and I can't imagine anyone of the three entities that are involved and potentially loaning you money do not know if they've done their due diligence what has been going on in the city of goal for way back when in the financial risk that may be involved in lending money to you with these number of findings. I think would be advantageous for the city to be in front of us to give an update to communicate to the lenders that indeed you really are trying and they'll start have to wait till the next audit report comes out I think it would be beneficial for for the city of gore but I think it also be beneficial for us as members that if we have to pull the trigger and say you're not going to get turn back money we will at least have one house the ability to say we gave you all the chances that you deserve that's the region for the motion so I would appreciate a good motion though so there is emotion to have the mayor in a city council member from the city council's choice to come back in november december and a second all those in favor say II pose seems like motion passes senator hammer your floor thank you second motion is that the mayor of guel be required to turn over the documentation that she has reference to audit to be reviewed you know the city council in my opinion has had the reputation impuned by the accusations that are made I do not think it's right for that to a current of public settings such as this and then just turn an eye or blind eye toward it and so i'd like to make a motion that the mayor be required to turn that documentation over to audit and if we need to take it up in executive session further we will but I think after what was said today uh she's got documentation it needs to be turned over to legislative body that's promotional she said she had in her car she can bring it in today and if not it needs to be a at amend emotion to say by monday that it be turned over to legislative audit we have a motion in a second that the mayor will turn over all documentations before monday we have one discussion from representative of dolly thank you mr chairman senator hammer just a question please on its motion. A sir hammer would that also in I agree I think it's a good motion but i'm also wondering could you also include in your motion any documentation that may be the city council members are holding they turned over to if there is any that may be it goes both ways just so that we've got a full picture just just mount for I think that's a great recommendation and I will be glad to amend my motion to include representatives of dawby's suggestion so the motion is for the mayor and the city council both to turn over all documents by monday to uh to alright there is a motion and a second all those of favor say of in favor of all post same time motion passes thank you for coming down here and we appreciate your time and we look forward to seeing you next month a motion file report now called it calling motion to further. The. Okay we now have a representative from the town of jackson port here with the so on page six the town jack support for the year two thousand twenty two cash receipts and dispersement charles were not properly classfired and did not have yearly toes for each fun as required by code is in some check dates and payees not in the disparate for charles didn't match the cancelled check similar finding was noted in previous reports that in back to two thousand eleven banking counts are not properly reconciled and we're not approved by someone else in the preparer's quarterback code is similar finding was issued in the previous reports leding back to two thousand a pre number of receipts were non issued for all funds received in our complaints were code so we're finding was issued in previous reports back to two thousand ten. Uhm it looks to me like the note I receive the tami dotson is here for the town of jackson or now this is that who we received the message from I guess we're recorded treasured in a dots in this year's alright okay are you yes ma'am thank you thank you for being here today could you currently explain the situation that you guys are in and maybe what we can do to make it better when you came out and spoke with me the other day we have the mobile my bank regular regulations and that to get them proud and what it was as I was I never been shown I do before I was putting in office and was never short I do it before he came out he helped me and we worked through and got this the stuff straightened down in on the the one where the pre number receipts I would do the books for my print for my home from my receipt from my pre number for each account each bank after we have I started using this journals to put my pre number sixteen as we get our is we get our. Money is stuff and it doesn't eat her books in the pre number and she get them man so we're starting to use these to check your late issue. In a on the word is the versus some check item pays notice in the disperse with journal do not make the council check. The one from the daughter she's a spain tell me that winner with a bring this here out in our city council maintenance in the dates having put in over here was a date of the checks that actually cleared the bank and she said it was she wanted me to put the dates that the bike that I actually written of checks on for for a city council meeting. Because the data I head on here where the ones that they clear the bank and I didn't match up the dates that the chase were they was on the chase itself it looks like you're you're trying to do the right thing here what about this mission jones are they pretty well I don't know with everything we need to do okay okay without exception we have our four thank you thank you mail for being here thank you sorry we'll be light mister chair that concludes the review of reports representative thank you miss thank you there was handed out to use a date of communications with cities with the link when private audit that was in the packet i'd like to make a motion that beginning next month I think we've concluded everything on august to him haven't we working out okay i'd like to make a motion that we bring each one of these cities in one a month in the order of which they're listed on the sheet paper which augustus or young going to have not including them but in the order of which they are listed on the paper that we bring them in want one a month in order to including the false city council and the mayor to give account for why their reports are delinquent and not turned in that would be my motion there is a motion on floor from senator hammer to bring them once a month I see it motion and a second on favor say I