Holbrook city offices to be open to public on Fridays

He recommended that if city officials want to continue with the four-day, 10-hour work schedule, then perhaps it could rotate so that the office could be staffed five days a week.

Acting City Manager Randy Sullivan said that he had no problem whatsoever with having the office opened on Fridays, but also noted that any payment deadlines that fall on Fridays or the weekend would move to the following Monday. “I haven’t heard a whole lot of complaints but I have no problem opening to the public. We don’t assess late fees until after the 25th (of the month), and there’s also online bill pay and a drop box,” he explained.

Councilman Wischmann said it was “mostly the perception by the public” that the city doesn’t work that much, referencing the fact that over the Dr. Martin Luther King Jr. holiday, the office was closed on Friday and didn’t open again until Tuesday.

Sullivan noted that it was no problem because he was generally in the office on Fridays.

City Clerk Cher Reyes echoed his comment, saying she was available to be at the office.

The council agreed to the change and it was decided that the city office would be open on Fridays beginning no later than Feb. 10.

Another issue presented by Wischmann was his concern that the splash pad concrete was already cracking although it was only two years old.

Sullivan commented that cement always cracks, to which Wischmann replied that it would not be the case if it had been done professionally with a crack line built in.

Sullivan explained that they currently have the splash pad covered in plastic to avoid water seeping into the cracks and causing upheaving, and that the water lines had been drained and filled with anti-freeze to prevent pipes from cracking. “When it’s warmer, we’ll flush the lines and caulk the cracks,” he explained.

Wischmann asked the extent of the cracks, citing a concern for trip hazards.

Sullivan noted that they are long, but narrow, and reiterated that water in the cracks would create an issue, but that it was covered.

It was agreed that Councilman Wischmann, Mayor Bobby Tyler and Sullivan would look at the cement and place it on a future agenda as an item for discussion if necessary.

Councilman Wischmann then went on to his next topic, requesting that a forensic audit be conducted on the city finances.

“When I was first put on the council I heard that the city was deeply in debt, but due to the expertise of the former city manager, we were able to get out of it. Now I see reports that there is no money to pay budgeted items and that sales tax revenues are down $244,000,” stated Wischmann, adding that he would like to have clean books before a new city manager is hired. “I’ve been told that checks have not been signed properly and money transferred incorrectly, so I’d just like to have an idea of what’s going on.”

He also asked if the city has a purchase order process. “A city employee can walk into Walt’s Hardware and make a purchase without using a purchase order,” said Wischmann.

At that point, Vice Mayor Wade Carlisle excused himself from the room to avoid conflict, as he is an owner of the hardware store.

“We do have a PO process. We also have an audit each year and if material weaknesses are found in that audit, you’ll know. It is their duty to present those findings,” said Sullivan, referring to the annual audit, which generally lasts a full week as financial documents are thoroughly reviewed by auditors. “We don’t have POs for small orders that are for a few dollars. They (the employee) bring in the receipt and we match it to the statement each month,” he said.

Sullivan also noted that Mayor Tyler and Vice Mayor Carlisle are the only signers for checks. “Everything coming in goes to the council, passed through the consent agenda. That’s how you approve them. We can’t have Wade and Bobby come in here to sign a check every time. It’s a waste of their time, the staff’s time and unfair to the contractors who have been promised those funds by a certain date,” explained Sullivan.

Tyler commented that he had received a letter regarding the city’s award of a check for grant funds, but that he had not seen any check.

Sullivan explained that “checks” of that nature are actually electronically transferred and no paper check is received.

Regarding the monetary shortfall, Sullivan noted that part of the problem was due to three state funded projects at the airport of approximately $100,000 each for which the funds have been held, not due to problems with the city, but on the state level. “We haven’t receive those funds yet, but the contractors have done the work and had to be paid per contract,” he explained. “Overall, the economy in Holbrook is not doing well. It will be hard to recover.”

Councilman Richard Peterson addressed the issue, questioning the need for the requested forensic audit. “A forensic audit is expensive and is used for court hearings. There is no underlying criminal activity. Perhaps council is not familiar with the processes of the city and a work session would be beneficial,” he suggested.

Councilman Wischmann noted that perhaps he had used incorrect terminology in his request, but felt the matter should be addressed.

“I also don’t understand how sales tax revenues can be down six percent this year. Something’s not getting paid,” said the councilman.

Sullivan said he would call the state and get a list of city vendors and call an audit on them, if necessary.

“One of the reasons might be the yearly license renewal is right now. It might be difficult for some of these businesses. People are still trying to figure out the new renewal process, so it might take a few months,” he added.

Sullivan also noted that any business owner in the city is welcome to come to his office for assistance in understanding how to maneuver through the process.

Councilwoman Francie Payne also expressed concern for the drop in funds noting that the Town of Snowflake just reported an increase in tax revenues outside of any revenues received from the new Walmart store. “If their tax revenues are up without Walmart, ours shouldn’t be down,” she said.

Vice Mayor Carlisle noted that although an audit would note any financial errors, it does not determine whether the funds used were spent according to the approved budget. “That hasn’t been done, but we talked about doing that for years. It would have to be our own deal though,” he said.

After consideration of the matter, Councilman Wischmann asked that the item be tabled until the Feb. 28 council meeting to allow time for further review.