County offices take heat over policies
Bookkeeping items took a good chunk of time during the commissioner’s court meeting Feb. 9.
Policies concerning the manner of which invoices were paid along with county employees submitting reimbursements were all discussed thoroughly.
Judge Kirkpatrick kicked off the meeting with a resounding order to the county treasurer’s office that “invoices should be paid in a timely manner,” and that some invoices are not getting paid at all.
“I notice that some bills are not being paid in a timely manner,” said Kirkpatrick. “We (the county) have some invoices dating back to June 2015 that have not been paid – including some from the company that provides food service for the jailed inmates. We could be cut off by some important vendors. Why haven’t they been paid?”
County employee Irma Hayes told Kirkpatrick that the treasurer’s office “waits to pay invoices until they appear on the monthly statements.”
Hayes is listed on the county’s website (www.vanzandtcounty.org) as the assistant county treasurer and also listed as the person in charge of accounts payable and receivable.
Kirkpatrick then suggested a change in procedure, directing the treasurer’s office to “change the procedure to pay bills as soon as the treasurer’s office receives the invoices.”
Commissioner Virgil Melton Jr. suggested that the treasurer’s office “shoot the commissioners an email,” when there were problems with invoices.
County Treasurer Teri Pruitt was not present during the meeting.
Reimbursements
Constable Pct. 1 Mickey Henson has been a regular at the court as of late, and asked commissioners for reimbursement of funds he incurred while driving his personal vehicle after an accident left his patrol car unusable.
Discussions were held by the commissioners regarding the policy that states that a request for reimbursements must be made within 45 days. Henson made the request for reimbursements after 45 days had passed.
Henson said that mileage and maintenance on his personal vehicle had racked up a $1,400 expense from October to December 2015.
Kirkpatrick said that while some exceptions could be granted due to an emergency or medical leave, the policy still states that requests for reimbursements have to be made within 45 days.
Commissioner Pct. 4 Tim West suggested that Kirkpatrick send a memo to the county employees reminding them of the policy.
“They will have been reminded when they get that memo. If their request is over 45 days old, they can forget about a reimbursement.”
Commissioners did approve a reimbursement to Henson for expenses incurred while using his personal vehicle.
Relief Funds
During a lengthy discussion, commissioners ultimately decided to table the decision of establishing a VZC Disaster Relief Fund.
A request was made for the transfer of funds from a dedicated county account holding private donations to the East Texas Communities Foundations/VZC Disaster Relief Fund.
Kyle Penny, president of the East Texas Communities Foundation and Judy Rowton, a member of the council of VZC Communities, presented the item up for the commissioner’s approval.
According to commissioners, approximately $16,000 was left over from fundraising efforts for Hurricane Katrina victims. The monies were held in a 501c3 account at a Methodist church.
The funds were then moved to a VZC account after church officials expressed a desire to move the funds.
Penny explained that the funds would be moved to an account within his business and some would also be invested.
Kirkpatrick also asked Rowton why the funds were not used during the May 2015 Van tornado.
A member of the VZC Visions group said that the funds were offered, but there was miscommunication, so the funds were never used for disaster relief.
Kirkpatrick said that he agreed that a proactive response plan should be established but wanted to explore all avenues before a decision was made.
The commissioners tabled the request.
FEMA
Judge Kirkpatrick said that the commissioners would be meeting with FEMA officials following the commissioners court.
Commissioner West remarked that a meeting had been requested by the court because no funds had been received for reimbursement from the repairs after the Van tornado.
West said the county had “complied with every request and had been waiting nine months.”
In other news of the court:
—Approved the VZC Historical Commissions yearend report for 2015;
—Authorized the donation of military equipment to the VZC Commissioners by the VZC Sheriff’s Office. The equipment consists of military wreckers, a gradall excavator and a roller.
—Granted a resolution for the North East Texas Mobility Authority’s strategic plan;
—Approved a resolution authorizing the VZC Juvenile Probation Department to submit a grant application for the Vocational/Occupational Initiative Creating Employment to the office of the governor, criminal justice division;
—Approved a racial profile report for VZC Pct. 1 for Jan. 1, 2015- Dec. 31, 2015;
—Approved an agreement between Royce’s Roofing and VZC for roof repair on the county Annex building and the AG Extension office in the amount of $43,000;
—Approved budget amendments for FY 2015 and FY 2016;
—Accepted a payment of $110.60 for signs for the Caldwell, Crawford, Kennedy Cemetery from Tony Curtis;
—Accepted a donation of $4,000 from J. Maston Mitchell for CR 3419:
—Approved the monthly reports submitted from the various offices and departments of county government. Commissioner West said that eight reports had been submitted out of 17:
—The next commissioner’s court will be held at 9 a.m. Feb. 23.
