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BE IT REMEMBERED that a special meeting of the White County Council was held at the White County Building at Monticello at 8:00 A.M. on February 1, 2010 for the purpose of reviewing large budget expenditures.

 

Council President Richard Horton called the Council meeting to order. The following members were present:

 

Richard G Horton Kevin L Crabb Gary W Hendryx

Dennis E Carter Dennis D Cain

 

Council President Horton opened the special Council Meeting.

2011 STATUS

Council President Horton said he talked with the White County Representative from Umbaugh & Associates, Jason Semler, about projecting how White County will stand after collecting the 2008 Pay 2009 tax bills and as we get numbers for 2009 pay 2010 tax bills. Council President Horton said he understands the money in & money out figures, but he isn’t as clear on accrual numbers. He said a couple of years ago Umbaugh & Associates came up with capital funds for White County, and would like to have them repeat that procedure. The Councilors were in favor.

Councilor Horton asked if there should be a committee formed or if he should compose a letter for the Councilors to approve showing projections for 2011 look grim, and perhaps even worse than 2010. He may mention the consideration of cross-training between offices. Councilor Crabb said the Council should continue the policy of having departments come before the Council for approval to replace employees (which could also be stated in the letter). Auditor Guingrich said he might explain in the letter, although the County is currently working with the 2010 budget figures, it doesn’t mean the money is there. She said people see the numbers and assume money is there, when in fact, taxes must be collected to have funding. The Office Holders need to hold back on unnecessary spending.

Councilor Cain said the Sheriff’s Department would have a safety issue if replacements are not made when Deputies and/or Jailors leave. He said there could possibly be support staff cuts. Councilors decided it would be better to wait until after primaries to make any changes. Since most of the Office Holders in the Courthouse will be up for election, it would probably be best to hold off there as well.

Councilor Carter asked when the 35-hour week was started. No one could remember when it wasn’t a 35-hour week.

ROAD TO FAIRGROUNDS

President Horton said the new road to the fairgrounds was to be paid out of Vera Sun money, but he didn’t know if that was part of the original agreement. He thinks half a million will need to come out of the Vera Sun Account. Councilor Cain said he was not in favor of making a new road until the County can keep up with gravel roads in his area first. There are a couple of roads that do not get gravel or graded because no one lives on them. However, they are traveled. Council President Horton said this road would be a new entrance to the Fairgrounds. The north road that was closed has not been replaced with a new road. He said the Agricultural Association favors it.

COMMISSIONERS BUDGET

Council President Horton asked the Council and Auditor Guingrich for input on which of the larger expenses out of the Commissioners’ budget could possibly be paid out of the Solid Waste Operating Fund or the Rainy Day Fund. He suggested those around the $200,000 range so it would be easy to track: e.g. insurance and data processing. Auditor Guingrich agreed ones like the monthly Group Insurance bill out of the Commissioners’ budget would be appropriate. She also suggested those the County has financial obligations to, like Wolcott Ambulance, Wabash Valley, 4-H Fairgrounds, First Responders, and Volunteer Fire Departments which total about $1,050,000. She said they must request the money to receive it. She said the Agricultural Association has requested $35,000 for the fairgrounds which is normally $40,000. Council on Aging has requested $11,500 which is a little over half of its budget. The Comprehensive Development Center (CDC) has requested $52, 530 which is half of its budget, and the Wolcott Ambulance has requested the full amount of $25,000.

Auditor Guingrich said whatever is decided must be advertised. She said you can advertise a larger amount than what is needed and use it as the request come in, and have left over. But you can not pay out more than advertised.

Councilor Crabb said it is hard to know how to proceed when he isn’t clear about how different funds can be used or not used. Auditor Guingrich said you cannot make loans from these funds, the funds cannot be put into the General Fund to pay bills, but rather bills must be paid directly out of these funds. Councilor Cain said he would like to know what funds can be tapped into to pay bills and also what funds have to be paid directly out of. Council President Horton said Rainy Day Fund is the most flexible. Councilor Crabb said the Rainy Day Fund is built up periodically, where as the Operating Fund has perpetual money. Councilor Carter said it would be nice to have a hard copy or email listing the funds and how they operate. Auditor Guingrich said she has to research this information as needed. Councilor Crabb asked, for instance, what the Landfill money was intended to be used for. President Horton said it was intended for clean up of the landfill should something go wrong. Solid Waste Reserve Fund has only been used for Ivy Tech and land for the hospital.

President Horton asked if Auditor Guingrich can see what the obligations were for last February, March, and April (since January is over) to give the Council an idea on how much to appropriate for the first quarter of the year. Then they can discuss it at the regular meeting February 16, 2010. She said she would appreciate doing it quarterly as opposed to monthly.

Councilor Carter made a motion to advertise the Additional Appropriations for the money requested from the Agricultural Association, Council on Aging, Comprehensive Development Center and Wolcott Ambulance for $124,030 out of the Rainy Day fund. Councilor Hendryx seconded the motion. Vote: Unanimous

 

H1N1 GRANT

Auditor Guingrich said she did not know who determines the hourly rate for grants, but there was a time the Sheriff’s Department was paying odd amounts like $24.63 an hour for one person and $25.12 for another, so she and Sheriff Office Manager Grace Oilar decided to pay everyone on the grant $25.00. Ms. Guingrich said the grant does not spell out whether the H1N1 grant hours can be used during regular hours or if they have to be overtime hours. She said Health Department Head Gwynn Rusinek knows County hours 8:00 to 4:00 are paid by the County and overtime by the Grant. Whether or not that was relayed to Linda Pagels she does not know. Ms. Pagels kept track throughout the day how many hours she did H1N1 and how many hours she did County work. It was a nightmare for the payroll person. Ms. Pagels was taking a loss of days, and County pay is based on using one’s entire salary. Ms. Pagels did not use her entire salary for 2009. So for 2010 she was told to calculate the hours correctly (the same as the others in the Health Department). Ms. Guingrich said the H1N1 hourly rate was figured and set at a higher rate because it was understood it was overtime hours.

Councilor Cain said she has a five day work week, and if she has to work three hours at a school to do H1N1, then she should work three hours at the end of the day to do the County work equaling a seven-hour day. Auditor Guingrich said it may only take her an hour at the end of the day to finish the County work. In which case, she should only report one hour of H1N1 and the other seven would be County hours. She said that is how the others would report their hours. She does not know how or why Ms. Pagels ever turned her hours in differently than every one else. President Horton asked Ms. Guingrich to ask the State Board of Accounts about the situation. He was under the impression Ms. Pagels was concerned about being moved from a full-time employee to a part-time employee. Auditor Guingrich said the payroll person, Leah Hull told Ms. Pagels she’d be better off turning in her hours correctly and move on. She also told her if she can take off 40 hours within a pay period to give to H1N1, then her position as a full-time position might be questionable. Auditor Guingrich wondered if Ms. Pagel’s County hours justify being full-time. H1N1 has created a lot of extra hours of work for the Auditor’s office, but you just do what you have to do to get the work done.

Ms. Pagels’ salary has been adjusted once already because the Health board said she should be making $30.00 an hour instead of $25.00 since she is over the other nurses. The Auditor’s office even went back and adjusted every hour she had worked with H1N1 an additional $5 per hour.

Council President Horton said he is not sure what the answer is since the State is involved, the County, and Health Board. He would like Auditor Guingrich to check with the State Board of Accounts. Auditor Guingrich said H1N1 will soon be over, but Ms. Pagels has been treated special. Secretary Nydegger asked how many others could this affect, which could say, “if she’s getting this extra money, what about me?” Auditor Guingrich was told she could turn in H1N1 paper work hours to be paid by the grant. However, she said even though money comes from a grant, it is still taxpayer money.

 

DOCUMENTS ON MICROFILM

Auditor Guingrich said she has been working on cleaning the Courthouse basement. At some point the budget will need to include putting documents on microfilm and shredding documents. She said the State will shred at a reasonable rate, but there would need to be a U-Haul truck to take it all down there, and that might not look good! There is just too many years’ worth of papers stored in the basement.

 

ADJOURNMENT

There being no further business to bring before the Council, Councilor Carter made a motion to adjourn. Councilor Crabb seconded the motion. Vote: Unanimous

 

 

 

 

 

___________________________ ___________________________ ___________________________

RICHARD G HORTON, PRESIDENT DENNIS E CARTER GARY W HENDRYX

___________________________ ___________________________ _________(absent)___________

DENNIS D CAIN KEVIN L CRABB RAYMOND L KRAMER JR

_________(absent)___________ Attest: ___________________________

BRUCE D CLEAR JILL GUINGRICH, AUDITOR