Minutes for Friday, March 18, 2016
This is my site Posted March 17, 2016 – 8:03 am



  • 9:00am The Callaway County Commission will meet at the Callaway County Health Department to discuss Health Week.
  • 3:00pm The Callaway County Commission will meet with Denise Hubbard, County Clerk, and Karen Rentschler, County Auditor, to discuss Accounts Payable issues.  This meeting may possibly be a closed session per RSMo 641.021.3.

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Friday, March 18, 2016

The Callaway County Commission met with the Presiding Commissioner Gary Jungermann, Eastern District Commissioner Randy Kleindienst and Western District Commissioner Donald Kritzer present.

Health Week Discussion

9:00am
The Callaway County Commission met at the Callaway County Health Department to discuss Health Week with the Health Department staff.

Vendor Checks Issued

Vendor check, were issued in the amount of $96,050.97.

Accounts Payable Issues

3:00pm

The Callaway County Commission met with Karen Rentschler. County Auditor, and Denise Hubbard, County Clerk, to discuss Accounts Payable issues.

Commissioner Jungermann began by stating that over the last several months, the Commission and the Auditor have had several concerns with Accounts Payable, which is done In the County Clerk’s office. Mrs. Rentschler said that her office looks over the weekly run of bills before they are processed to make changes and/or corrections, if necessary. She claimed that this review process previously took about an hour per week; however, now the process takes the Auditor office about four hours per week. Mrs. Rentschler stated that the mistakes found each week are excessive and seem to be the same types of errors each time. She also mentioned that there have been issues regarding the necessary reports alter each Accounts Payable run and with the Bankcard run.

These issues are discussed by the group. Mrs. Rentschler then slated that she’s proposing that the Auditors office take over Accounts Payable due to the amount of time her office has to spend each week to correct problems. Mrs. Hubbard then stated that taking Accounts Payable out of her office is not an option. She then explained to the group that her office did not receive appropriate training when the county changed financial systems at the beginning of the year.

Commissioner Kleindienst then asked Mrs. Hubbard what she has done to ensure that her employees are adequately trained. Mrs. Hubbard says that she believes Accounts Payable issues would improve if her office is given a manual about using the software, a list or procedures, and more training from the software manufacturer. Mrs. Rentschler stated that her office and the software representative are more than willing to help the Clerk’s office with using the software, but no one in the Clerk’s office has ever asked for additional training. She also stated that, ultimately, she as the Auditor is responsible for the County’s financials and wants to see Accounts Payable done correctly.

Mrs. Hubbard stated that some mistakes are expected, no matter who is doing Accounts Payable. Commissioner Kritzer said that the focus needs to be on eliminating mistakes, rather than taking them lightly. To this, Mrs. Hubbard responded that she takes mistakes very seriously. She also said that she believes the Accounts Payable issues are getting better. The Commission and the Auditor all stated that they do not believe the issues are getting better. Commissioner Kleindienst stated that the real issue here is that the Auditor’s office has enough to do without redoing the run of bills and correcting the same types of issues each week.

After much discussion, Mrs. Rentschler informed Mrs. Hubbard that she will get the Clerk’s office the software manual, a list of procedures, and will contact the software manufacturer for additional training. The Commission stated that they will monitor the improvement of Accounts Payable in the coming weeks. Commissioner Kritzer stated that if the problems persist, nothing is off the table in order to get Accounts Payable done correctly. The other two Commissioners concurred.

Adjourn

Ordered that the Commission adjourn until Monday, March 21, 2016.





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