Allegany County Board of Legislators met June 25.
Here is the minutes provided by the Board:
CALL TO ORDER: The meeting was called to order at 3:12 p.m. by Chairman Curtis W. Crandall
LEGISLATORS PRESENT: C. Crandall, G. Barnes, J. Burdick, D. Decker, W. Dibble, D. Fanton, K. Graves, B. Harris, S. Havey, D. Healy, J. Hopkins, J. Ricci, D. Root, P. Stockin (Absent: P. Curran)
OTHERS PRESENT: T. Boyde, B. Budinger, J. Budinger, C. Coombes, S. Decker, C. Higby, K. Hooker, C. Jones, C. Knapp, R. Lynch, B. Riehle, T. Ross
Chairman Crandall stated that the purpose of the meeting was to discuss the audit approval process and an article regarding the subject written by Legislator Graves that was published in the June 20-26, 2018 edition of the Cuba Patriot and Free Press. Additionally, an iPad training session conducted by the County’s Information Technology staff would be held to provide an opportunity for further instruction and to answer questions regarding usage of the iPads.
Audit Process/Information Foiling
Chairman Crandall shared that recently an audit report, which is used to put together the Board Audit Summary, was Foiled. He went on to explain that the Board has discussed the process by which the audit is approved. The idea of having a special audit committee was discussed but there wasn’t enough support for it. Earlier this year, legislators were given the opportunity to tour departments to gain a better understanding of how each functions. One of those tours was of the Treasurer’s Office. Legislator Graves wasn’t present for that tour. During the tour, Treasurer Ross showed us the boxes of invoices that comprise just one of the audits. She invited the legislators to go through the invoices. Chairman Crandall went on to say that the information from those boxes of invoices are condensed into a one-page summary for the Board to review. There was a time when legislators did go through each invoice prior to payment. If the Board wants to change the process of how we do this, then it has to be decided by the Board; it can’t just be one person who makes the request. Legislator Graves asked, “Does the truth hurt?” Chairman Crandall responded that Mr. Graves put the Board in a position where it makes it look like things aren’t being handled appropriately. He explained the multi-step process invoices go through before they’re paid. Chairman Crandall suggested opening up the conversation for anyone who doesn’t understand the process and also to share any suggestions they may have. He asked Legislator Graves what specifically he was looking for and what he’d like to see done differently. He reminded Mr. Graves that there are restrictions on HIPPA and other confidential material that they are not privy to. Legislator Graves stated that he won’t know what he’s looking for until he has the chance to see it. When he was in town/village office, he was able to review a report of all spending before the board meetings so changes could be made. He felt they were able to save money because of that. He’s not about to go to the Treasurer’s Office and pick through invoices. When he was an employee, he was privy to information. He doesn’t know why we have to redact information. Chairman Crandall explained that the document he wants to view cannot be distributed without pulling out discretionary information. It falls under municipal law. Legislator Barnes asked for clarification on what is meant by “redacted.” County Administrator Boyde explained there are a couple of different things to consider. When the Board is looking at the audit report, we’re not convinced it needs the level of redaction that same report would need if that same report was requested under FOIL. When that information is requested under FOIL, it requires redaction because it’s public information. We have the responsibility to make sure there is not sensitive information. He went on to explain that the County cannot give blanket authority for future audits. Requests cannot be made for documents that don’t currently exist. County Attorney Knapp added that they must be considered a member of the public when a FOIL request is made. FOIL requests cannot be made in anyone’s official capacity as legislator. She said that there are many things that are required, both in the way they respond and the fees. Legislator Graves said that he didn’t want to make a FOIL request. He felt he had no choice. His newspaper article was the result of seven years of frustration. His reason for appeal was for being forced to pay fees related to the FOIL. Legislator Fanton expressed his frustration with Legislator Graves for writing the article, saying that it denigrates this legislative body. Chairman Crandall said the Board was admonished by the article and that’s why we’re here to talk about it. Legislator Barnes asked what percentage of the budget would include protected information. Chairman Crandall said there’s $10 million just in Medicaid expenses alone. Ms. Knapp further explained that it’s not the dollar amounts that need to be redacted, it's the names and other identifying information that must be protected. Ms. Ross stated that the Board’s ability to control spending takes place during the budget process. It’s when the budget is being prepared that questions need to be asked. The bills are being paid with money that was approved for that purpose. She said that she would be open to running different reports, and said the current Board Audit Summary is much improved over previous reports. It shows the money being spent for each account in the budget. Chairman Crandall said the bottom line is that the Board needs to agree on what level they want to see the information. Legislator Root agreed with Ms. Ross saying the Board’s involvement in approving spending is when the budget is put together. Departments can’t spend money differently than how it’s approved unless a request to transfer that money comes before the Board.
iPad Training
Information Technology staff provided additional iPad training to the legislators.
ADJOURNMENT:
There being no further business to come before the committee, the meeting was adjourned at 4:30 p.m. on a motion by Legislator Fanton, seconded by Legislator Dibble, and carried.
https://www.alleganyco.com/wp-content/uploads/6-25-18-COW-Minutes.pdf
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