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HomeMy WebLinkAbout1965-01-25 Special Meeting427 1 SPECIAL CALLED MEETING Commissioners' Room January 25, 1965 8:30 ?Lt M. Wilminqton, N. C. I ASSEMBLY - The New Hanover County,Board of Commissioners met in special session on this date at 8:30 A. M. in the Commissioners Room of the County Court House with the follow- ? ing members in attendance: Chairman, Dr. Jos. W. Hooper, Jr., Commissioners Laurence ? O. Bowden, Petier H. Braak, J. M. Hall, Jc. and M. H. Vaughan; County Attorney L. Bradford Tillery and County Auditor T. D. Love, Jr. INVOCATION - The Chairman called the meeting to order and asked the Executive Secretary, I W. G. Houck, to open the meeting with a prayer for guidance. NOTICE OF MEETING - The Chairman instructed the Executive Secretary on January 22, 1965 to notify each member of the Board of this Special Meeting to comply with G. S. 153-8. A notice was sent to each member. AUDIT REPORTS - I The Chairman announced that the purpose of this meeting was for the further consideration of the audlt reports received last week. He asked each member of the Board if they had had sufficient time to study it and if they were ready to discuss it. Each of them agreed that they had studied it and were ready for a discussion. During the dis- cussion, Mr. Vaugrian asked the question as to what had happened to the $1,000.00 appro- priated for the posting and validating equipment in 1961 reported by Mr. Edwards at the last meetinc. Mr. Edwards observed that the Board later decided to give salary increments , and used the $1,000.00 in order to do thfs. Mr. Vauahan then asked why the 1962-63 audit was held up for one year and a half. There was no adclitional answer to this question. He then rais'ed the question about certain Aiport revenues originating in a private rental contract that could not be verified because the lessee's records were not available. He then requested the County Attorney to make an investigation to determine if the Auditor could have the records made available to him. Mr. Uaughan then asked if the Budget was approved in detail so that any transfers or changes had to be approved by the Board. County ? Auditor Love reported that the Board had always made appropriations on an itemi2ed basis so that if any funds were overdrawn, it would be necessary to have approval of the Board to use funds which maybe had not been used entirely. Nr. Vaughan then ra3sed the quest- ion about Fidelity bonds for the Airport Manager and Pub13c Welfare Director. The County Attorney expressed the opinion that this should be a policy matter but that he did not I think the Public Welfare Director handled any cash but only checks which are either written ' in Raleigh or by the County Aud3tor. Mr. Vaughan then questioned the recommendation of the independ2ntAuditor for having the arresting officers deliver the receipt which he issued I to the Clerk's Office inasmuch as he must also take time off to appear in Court as a witness. I After a brief discussion of these questions, Mr. Hall offered a motion that the regular audits for the fiscal years of 1962-63 and 1963-64, as well as the special audit of the I Clerk of Recorder's Court,be accepted as presented by the Independent Auditor. It was q seconded by Mr. Bowden and unanimously approved, AUDIT PAYMENT - Mr. Bowden then offered a motion that the Independent Auditor, Mr. Williams C. Barfield, be paid for his services and that funds be appropriated from the Unanticipated Intangible Tax money over and above that anticipated in the Budget. The balance due amount- ed to $5,757.50. The motion was seconded by Mr. Hail and was unanimously approved. POSTING AND VALIDATING MACHINE - Dr. Hooper observed that in his opinion some action should be taken toward the installation of the posting and validating machine for the Clerk of Recorder's Court and offered a motion that the Executive Secretary be authorized to advertise for bids after receiving specifications from the Auditor. It was seconded by Mr. Vaughan and unanimously passed. The County At-torney ruled that it would be necessary to advertise not less than 10 days. , . WITHHEL? INFORMATION - The County Attorney reported that the Fidelity Bonding Company has requested the information withheld at the request of the District Solicitor. He has contacted the District Solicitor who agreed for the information to be given the bonding company provided it is treated as confidential and withheld from the public. The Board, by common con- sent, approved this action. A PUBLIC STAPEMENT - County Auditor T. D. Love, Jr. was recognized by the Chairman and stated that he would like to inform them of the following letter which he had sent to the Clerk of Superior Court, H. Foster Edwards, on January 22, 1965: " I wish to confirm my conference this morning with you and some of your personnel in regard to the condition of your Bank Account covering the Support Account in your office. As of December 31, 1964 the account is short $419•13 and if all checks that have been issued against same were presented for payment you would lack this much of paying them. In addition to this you have received $34.50 for which checks have not been iaritten . These two items total $453.63 and at the present time constitute a short- age inthis account. As time permits, I am continuing my check on this account and will advise you of : any other discrepancies that are found. This is to put you on notice that if these differences cannot be located, I will call upon you to see that sufficient funds are deposited to put this account in order You should have your personnel check to the best of their ability in locating these discrepancies and I cannot urge upon you too much the absolute necessity of ?I ? ? ? 129, Special Called Meeting January 25, 1965 Continued A PUBLIC STATEMENT - (continued) , reconciling all your Bank Accounts each month. As stated to you I will render all assistance you want from me. " . Clerk of Superior Court H. Foster Edwards was then recognized by the Chairman and made the following remarks which he has addressed to the County Attorney: " This refers to County Auditor. Mr. T. D. Love's letter of January 22, 1965 concerning our Superi?or Court Sup,port account and an alleged sho.rtage!or $453•63.• Tliis account was set up more than ten years , but only recently has it come under an exhaustive audit, therefore human errors, both on our part and those of the depository, have crept in and have gone undetected. At present, there are nearly 200 support accounts, as many if not more Re- corderts Court Support accQUnts; both Courts have nearly ten different checking accounts, and there are over 250 trust accounts, thus you can realize, in our daily rush to process the different types of funds, errors cannot help but be made. I told Mr. Love that we will watch the balances very carefully, that the account will be reconciled promptly at the end of each month, then should discrepan- cies continue he must,as the law requires, make demand on me for that difference. I have already told him that I will promptly pay the amount demanded. Mr. Love will be the first to admit there has been no evidence of calculated ? mismanagement of these funds. The staff inembers who, over the years, have been ? charged with all responsibilities of the account, are women of .'flaWless character and reputation. Love is 100% satisfied the alleged discrepancies are a result of recent and old human errors on our part and those of the bank. I would like to point out that I, personally, haven't made a disbursement from this support account in many years." I Mr. Edwards then requested the Board'to exercise patience and allow his office time to check out the discrepancies. Mr. Vaughan then observed that he had noticed over the past years that alleged shortages were reported from time to time in the Clerk of Court':' Office and he would like to have the Auditor look into the system and report on the _ methods as well as the progress being made to remedy the situation. Mr. Vaughan then said that he hesitated to bring up one piece of business which has conscientiously ? worried him since the Hearing that was held by the Judge about the actions of the County Auditor. He understands that in the Hearing on two occasions the Clerk of Superior Court admitted that he knew of the i.rregularities iri the Recorder's Court Office but that no action had been taken with reference to it even after the Judge had repremanded ? the County Auditor for not taking certain action. He requested the County Attor,ney to give him a report or opinion as to the culpability of the Clerk of Superior Court, also that the Auditor be requested to see that all departments have propericontrol set up for their,operation. These requests were approved and consented to by common consent of the Board. ADJOURNMENT The Chairman asked if there was any further business to come before the I Board and if not, he would entertain a motion for adjournment. The motion was made ? by Mr. Braak and seconded by Mr. Vaughan and unanimously approved. , t ouck, -- ' e utive Secretary ? February 1, 1965 Wilmington, N. C. ASSEMBLY The regular 'semimonthly meeting of the New Hanover County Board of Commiss- ioners was held on the above date at 8:30 A. M. in the Commissioners' Room of the County Court House with the following in attendance: Chairman, Dr. Jos. W. Hooper, Jr., Commissioners Peter H. Braak, Laurence O. Bowden, J. M. Hall, Jr. and M. H. Vaughan, County Auditor T. D. Love, Jr, and County Attorney L. BradPord Tillery. INVOCATION - ' The Chairman called the meeting to order and asked the Execuiive Secretary, W. G. Houck, to open the meeting with a prayer for guidance. APPROVAL OF THE NINUTES - Upon motion of Mr. Nall, seconded by Dr. Hooper, the minutes of the regular meeting held on ,lanuary 18, 1965 and the special called meeting held on January 25, 1965, copies ? of which had been mailed to each member of the Board were, after an amendment for the correction of the adjournment, which was seconded by Mr. Uaughan instead of Mr. Braalc, unanimously approved as corrected. BEER PERMIT - ? Upon motion of Mr. Hall, seconded by Mr. Braak, the foilowing application was unanimously approved and referred to the Sheriff for his investigation and consideration:l James Blue T/A Cape Fear Social Center 415 North 7th St. , ?;