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County board approves policy changes required by state audit
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By Charlie Warner
Argus News Editor
Houston County Financial Director Casey Bradley reviewed a number of changes in county policies with the county board during the Nov. 12 meeting. The meeting was held last Wednesday, instead of Tuesday because Veterans Day was Nov. 11.
The policy changes were required following the 2007 audit by the State Auditor’s Office. The policy changes included:
• A change in who is responsible for maintaining and updating the policy and defines who is accountable to the policy. The goal of the capital asset inventory system is to provide control and accountability over capital assets, and to assist departments in gathering and maintaining information needed for the preparation of financial statements. The county financial director will be responsible for maintaining and updating the asset inventory system.
• How valuing and capitalizing of county assets will be conducted, the procedures to identify federally funded assets within the system and the tracking and accountability of fixed assets. The financial director will complete an annual inventory of all fixed assets. This inventory shall be distributed to all departments for verification and audited by the financial director to make sure all fixed assets are accounted for.
• The depreciating of capital assets policy also had one change to the schedule. In the “land improvement-exhaustible” category, county-owned wells will be added with an estimated useful life of 50 years.
Credit card policy changes
A new credit card policy was approved by the board. The new policy follows, as best as possible, prior practice.
“This was presented to all department heads at the November department head meeting, and no one had any issue with it,” Bradley noted in a memo to the county board.
High points of this new policy include:
•The county board shall approve all requests for new credit cards or changes to existing limits prior to any changes.
• It will be the responsibility of department heads to determine who is authorized to make purchases within their own department using county credit cards. All purchases made using county credit cards must be for legitimate county purchases only. If a county employee or elected official makes a purchase that is not approved by the county board, that employee will be held personally liable for the amount of the purchase.
• County credit cards will be used for travel expenses, phone or internet purchases, and from infrequent vendors that the county does not maintain an open account with. Some departments will also utilize gas cards when they are convenient and practical.
Check/money order payments
In an effort to mitigate Houston County’s exposure to fraud, changes were made in the check/money order payment policy.
When payments are made to the county with checks or money orders, they must be made payable to the applicable department or to the Houston County Treasurer. Before depositing payments in the treasurer’s office, each department must endorse the back with their department deposit only stamp. These stamps will no longer bear the name of the Houston County employee.
In other board action:
CSAH 18 bid approved
Tom Molling of the county highway department presented the county board with the low bid for a flood repair project on CSAH 18 on the south edge of Hokah. Damage to a large culvert occurred during the August 2007 floods.
Zenke Inc. of La Crescent submitted the low bid to realign and replace a culvert that runs under CSAH 18 near the ball diamond in Hokah. The bid was for $84,328, which will be paid for through a FEMA grant.
Victim Services grant
Michelle Hermann of the Victims Services Department informed the board her department received a grant from the Minnesota Department of Public Safety in the amount of $43,172. The money helps provide services to Houston County residents who are victims of crimes. Hermann explained the services include providing information on victims’ rights and avenues for obtaining restitution.
The Department of Public Safety provides funds to Houston County annually.
Lease for Extension office
The board approved a revised contract to continue leasing the building the Extension office is located in, which is owned by Heartland Properties, LLC. The county will pay $1,270 per month for approximately 963 square feet of space in the southeast portion of the second level of the building located at 620 North Highways 44/76 in Caledonia.
Because the county plans to relocate the Extension office in the Meyer Furniture building, which was recently purchased, the new lease agreement will be renewed on a monthly basis.
You can contact Charlie Warner at
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