Minutes - 19781121 - Laserfiche WebLink

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732 Mr. Phil Levine presented the following suggestions in his management letter: 1) Tax payments should be deposited daily rather than held overnight in the tax office pending resolution of an account. He suggested putting a copy of the check with the bill and depositing the payment. 2) Grant programs need more centralized and coordinated methods of monitoring and evaluation. He suggested getting copies of all grant agreements and amendments not presently in the county's file. 3) Cash register has been installed in Register of Deeds office to help control cash, receipts and disbursements. He said this control would be effective if the Finance Department reconciled cash register readings to cash receipts recorded. 4) Investments -steps have been taken to prevent short fall in collateral security from happening in the fugure. 5) General fixed assets system is to the point information is contained and records transferred on a daily basis. 6) Users manual should be developed for com- puterized accounting system. Commissioner Whitted questioned verification and listing of persons to other than recipients signing social security checks. Mr. Levine said this was not mentioned in his letter because documentation was significantly better. The Finance Director said the state had taken over social security checks as of January 1st. He said the checks come out of Raleigh and are returned to Raleiq_h for reconciliation. Record keeping is no longer the county Finance Department's responsibility. Mr. Wilson of Peat, Marovich, Mitchell & Co. would like to propose a contract for next year's audit with an increase of approximately 7 percent. He said he did not bring the contract to the meeting but he would forward the contract to the County Manager and he would be happy to discuss any questions. Agenda Ttem 6A: Report of Bid Results for Storm Windows The Energy Conservation Officer pointed out the differences between the economv and deluxe windows. ` For copy of bids, see page 785 of this book. She recommended the double track Lowes deluxe storm windows. She estimated two months before installation. Commissioner Willhoit asked what the pay back would be Ms. Fitzgerald said she calculated overall payback at 24 percent. She said with a 10 percent per year increase for electricity, estimated payback time would 6e 4.5 years in social services building, 4 years in new courthouse and agricultural building and 3 years in health building. She estimated constant 1977-78 energy dollar cost to be 4.7 years in health building, 6.9 years in social services building, 5.5 years in new courthouse and 6 years in agricultural building. Commissioner Gustaveson moved, seconded by Commissioner Willhoit, to adopt the Energy Conservation Officer's recommendation to accept Lowes' bid of $5,918.49 for storm windows for the new courthouse, agricultural building, health building and social services building. Vote: ayes, 4; noes, 0. Agenda Item 6B: Insulation Bid Commmissioner Willhoit moved, seconded by Commissioner Gustaveson, to accept the Energy Conservation Officer's proposal to reject all insulation bids. Vote: ayes, 4; noes, O. Commissioner Pinney asked whether the county was caulking. Ms. Fitzgerald said Lowes would install caulking for $1.10 per window in the new courthouse, $1.25 on windows they do not install, $1.25 per window on bottom floor of old courthouse and $1.50 per window on top floor of old courthouse. Commissioner Gustaveson moved, seconded by Commissioner Willhoit, to approve $11,000 be taken from contingency fund and added to building and grounds fund for purposes of energy improvements. Vote: ayes, 4; noes, 0. Agenda Item 8: Amendments to Oran a Count Soil and Erosion and Sediment Control Ordinance. Commissioner Gustaveson moved, seconded by Commissioner Willhoit, to adopt the Orange County Soil and Erosion and Sedimentation Control Ordinance Amendments. Vote: ayes, 4; noes, 0.