HomeMy WebLinkAbout2020-01-23-minutes-follow-up-budget-management-process 01/23/2019 MINUTES 1
COMMISSIONERS' MINUTES KITTITAS COUNTY, WASHINGTON COMMISSIONER’S CONFERENCE ROOM SPECIAL MEETING THURSDAY 2:00 P.M. JANUARY 23, 2020
Board members present: Chairman Brett Wachsmith and Commissioner Cory
Wright. Excused: Vice-Chair Laura Osiadacz.
Others: Taylor Crouch, Deputy Clerk of the Board I; Jerry Pettit,
Auditor; Amy Cziske, Treasurer; Lisa Murray, Administrative Assistant
III; Heather Siebert, Finance Officer; Rachael McDaniel, Fiscal Tech
III; Chris Horner, Deputy Prosecutor III, and Greg Zempel, Prosecuting
Attorney.
SPECIAL MEETING BUDGET MANAGEMENT PROCESS COMMISSIONERS
At 2:00 p.m. Chairman Wachsmith opened a follow-up Special Meeting to
discuss the job duties of each Office involved in the budget process,
the goals/plans for each Office, and the BOCC vision of the budget
process.
Amy Cziske, Treasurer; Jerry Pettit, Auditor; and the Board listed the
duties relating to the budget process and revenue their Office performs
and discussed the statutory duties of each office.
WHO DOES WHAT IN EACH OFFICE
Statutory Duties of Each Office
Treasurer’s Office Auditor's Office County Commissioner's
Office RCW 36.29.010 RCW 36.22.010 RCW 36.40
Receive and disperse
all cash Issue Warrants Adopt a balanced budget
Redeem warrants
Keep current account
with Treasurer, for all
receipts and
disbursements
Amend budget as needed
Issue receipts for all
funds received,
internal and external
Issue state fund
account statement to
state auditor
Certify levy amounts
Date the redeemed
warrants
Issue public financial
statement annually
Approve claims/
vouchers
01/23/2019 MINUTES 2
Maintain financial
records for receipts
and disbursement by
fund
Retain original
warrants register for
records
WSAC Duties
Account for and pay
all bond debt for
County and Jr.
districts
RCW 36.22.040 May handle the budget
process
Investing excess funds
for County and Jr.
districts
Audit all claims
against the County
Provide collection
services for County
debt
RCW 36.22.140
WACO Duties Ex-officio deputy state
auditor
Receipting and
accounting of revenue RCW 36.40.210
Collection of taxes
and assessments
Report monthly finance
meeting with year-to-
date financial activity
Disbursement of funds
to other taxing
districts
RCW 36.40.010
Cash/ investment
management
Request department
budget estimates for
following year
Debt management RCW 36.40.040
Debt issuance Prepare County budget
for following year
During discussion the following action items were identified:
1. Clarify the differences in the Finance Committee meeting and the
Monthly Finance meeting and the roles of each meeting, who should
be attending.
2. Look into options for the Treasurer’s Office to gain view-only
access to the Cayenta program. Would need to consider licensing and
budget.
3. Tasking vs. resources allocated for Judy Pless, Budget and Finance
Manager for job functions.
4. Treasurer warrant write-off process- research the legal
responsibilities of the Treasurer and Auditor.
5. BOCC needs to drive financial reporting deadlines.
6. Understand WSAC duties for the BOCC
01/23/2019 MINUTES 3
o Look into the possibility of a Grant Administrator/ Writer
position.
7. Auditor’s Office Financial Training of new employees.
o Unofficial Duties tasked to the Auditor’s Office.
8. Succession planning for positions within the Auditor’s Office.
9. Look into the legal responsibilities of moving the admission tax
process from Auditor’s Office to Treasurer’s Office. WHERE THE EO/DH SEE THEIR DEPARTMENT GOING IN THE NEXT 5 YEARS
Item was tabled until the next follow-up meeting.
BOCC BUDGET PRIORITIES
Item was tabled until next the follow-up meeting when the whole Board is
present.
OTHER BUSINESS
Jerry Pettit, Auditor expressed his concerns with the new Public
Information Officer position that was posted. There was conversation on
communication between BOCC and EO/DH.
A follow-up meeting will be scheduled to further discuss the Budget
Management process.
Meeting adjourned 3:40 p.m.
KITTITAS COUNTY COMMISSIONERS DEPUTY CLERK OF THE BOARD I KITTITAS COUNTY, WASHINGTON Taylor Crouch Brett Wachsmith, Chairman