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WELD COUNTY COUNCIL RED ,y
SPECIAL MEETING J
May 29, 2001
• Tapes 162A01 and 163A01
The Weld County Council met in special session in full conformity with the Weld County
Home Rule Charter at Weld Centennial Center, 915 10th Street, Greeley, CO, Tuesday,
May 29, 2001, 6:30 p.m.
ROLL CALL: The meeting was called to order by President Dwaine Kurtz. Vice
President Joyce Smock, Councilwoman Jody Malone, and Councilman Mitchell Martin
were present, constituting a quorum of the members. Councilman Douglas
Rademacher was excused. Also present: Mr. Art Willis, Carol Willis, Commissioner
Geile, Mr. Don Warden, Shirley Carroll, Sue Young, Ken Sigley, Joyce Miller, Thomas
and Barbara Willis, Carol Wood, Ed Jordan, Scott Anthony, news media personnel, and
the Council secretary, Bev Thomas.
President Dwaine Kurtz recognized Commissioner Geile, who at the request of the
Board of Weld County Commissioners, presented historical information regarding the
recommendations by accounting firms conducting yearly audits of the Treasurer's
Office. He asked the Weld County Council to conduct a performance audit of the Weld
County Treasurer's Office. He stated that it is crucial a management plan for the
Treasurer's Office be the result of the audit. Mr. Geile said that the Board of County
Commissioners supports the Council in pursuing the management audit and he
referenced the Anderson and Whitney audit proposal of May 29, 2001. Commissioner
Geile said the Commissioners cannot force the Treasurer to implement results of a
management audit, but they would work with the Treasurer to implement the
recommendations provided by the audit.
Mr. Geile confirmed the Board of County Commissioners has funded an accountant
position for the Treasurer's Office (as per previous recommendations from auditors.)
However, the hiring of an accountant had been delayed until the Commissioners are
certain management procedures are in place to fully utilize the proposed accountant
position.
Mr. Don Warden, Director of Finance and Administration for Weld County, answered
questions regarding the selection and purchase of software computer systems for the
Treasurer's Office.
President Kurtz recognized Weld County Treasurer Art Willis and Mr. Willis read into the
record a document he had prepared for the council entitled RE: Consideration of a
Performance and Management Audit of the Weld County Treasurer. He also read into
the record an April 2000 letter from the Weld County Commissioners nominating Mr. Art
O62001-1718 ni 2001-1718
Weld County Council Special Meeting Minutes
May 29,2001
Page 2 of 3
Willis for the Colorado Counties' Outstanding Treasurer's Award which Mr. Willis
received in 2000.
Mr. Willis answered questions from Council members regarding the Evare system used
by the Treasurer's office to record and monitor individual investments. This system has
allowed Mr. Willis to track investment monies "penny perfect."
The Eagle system used by the Treasurer's Office to record all activity, including cash
and investments, tax receipts, tax distributions and amounts owed to other
governments cost Weld County approximately a quarter of a million dollars. The Eagle
system was chosen because it allows the Weld County Treasurer and the Weld County
Assessor to use the same data base and it has been an effective tool for the
Treasurer's Office. However, the "add on" general ledger side of the program is
"convoluted" and has been a source of frustration.
At the request of Weld County Council members Mr. Willis answered questions
regarding the use of his time as Weld County Treasurer. This dialogue included his
time actually spent in the Treasurer's Office, the course work he has been doing to
become a Chartered Financial Analyst and his service in professional associations.
Mr. Willis pledged his cooperation to the Weld County Council should it proceed with a
management audit of the Treasurer's Office. He suggested the Council wait, however,
until the audit and investigations already underway are completed.
President Kurtz asked Mr. Willis to provide the Council with state law that defines his
job description.
President Dwaine Kurtz asked for further public comment. There was none.
Councilman Mitchell Martin made a motion that the Council appoint a performance
auditor (for the Treasurer's Office) and Council President and Vice President select the
auditor and negotiate the scope and cost of the audit and request the Board of County
Commissioners to set it up. Councilwoman Jody Malone seconded the motion.
Councilman Joyce Smock said that both the County Treasurer and the Board of County
Commissioners have requested a performance audit. Councilwoman Jody Malone
stated that it was important that this audit include the management of the Treasurer's
Office. Mr. Kurtz said that a forensic audit was in process, but it was his understanding
that the Council-initiated audit would, in fact, focus on management.
The motion passed unanimously on a roll call vote. Mr. Kurtz stated that as a result of
the motion the Council President and Vice President will proceed with arrangements for
an auditor and with the Commissioners for funding.
Weld County Council Special Meeting Minutes
May 29,2001
Page 3 of 3
Vice President Joyce Smock expressed concern about hiring Anderson and Whitney to
do the audit as the firm had recently audited the Treasurer's office. Councilman
Mitchell Martin also expressed his desire to have an auditor other than Anderson and
Whitney as that firm may bring biases to the table from their financial audits of the
department.
ADJOURNMENT: Councilwoman Smock made a motion that the meeting be
adjourned. The motion carried and the meeting was adjourned at 8:10 p.m.
June 19, 2001
Date approved Dwaine Kurtz, Co icii esident
a At
Beverly Thomas, Council Secretary
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