Coahoma County continues to get tough on how it pays bills and is seeking to do away with credit cards and require all departments and employees to seek a purchase order and obtain an invoice before bills are paid with taxpayer money.
Dist. 4 Supervisor Jesse Harris said the county has a process for making purchases and turning in any request for payment that does not clearly define who made the purchase, what was bought and who is to be paid. He said this process must be enforced.
Harris’ plea was supported by Dist. 5 Supervisor Will Young who said the county needs to get rid of credit cards, allow only a select group to county employees to have credit cards and then to require that group to submit receipts before the credit card is paid. Young added that those who don’t follow the county’s policy can pay the credit card out of their own pocket.
This discussion was held at Monday’s board meeting and was prompted by a credit card bill from Lowes in Batesville on a county credit card that did not say what was purchased or who made the purchase in November.
Supervisors were told in January by Interim County Administrator Otis Griffin, his office continues to find bills and have vendors submit invoices for items purchased that are delinquent.
The January discussion centered around the purchase of fuel at the sheriff’s department by the previous administration.
Dist. 3 Supervisor Derrell Washington said in January he was tired of this and said it has to stop. Washington said there is a process for submitting bills to the county and entering them into the system. The board agreed to enforce that process and hold department heads accountable for past due bills.
The county found itself cleaning up past due accounts and even having some vendors say they would no longer do business with the county because they were not getting paid.
This problem became acute after the county went through four County Administrators in five year. The county named Griffin, as interim County Administrator last summer to clean up the books.
The county unit system requires a County Administrator to monitor the board of supervisors and manage a purchasing and receiving system to keep up with county expenditures.
Coahoma County was cited by the State Audit Department with 11 findings following the audit of the county’s 2022-23 books. A finding is concern by an auditor that indicates state law or proper accounting principles have not been followed.
In Other Business:
• The board approved a report from Barnes & Pettey Financial Advisors, concerning the Hospital Reserve Investment fund. The report said the fund had a balance of $17.9 million dollars at the end of the fiscal year 2023-24 and currently has a balance of $18.3 million.
The county has a three-member board that works with Barnes & Pettey and currently has the county’s money invested 50/50 between stocks and bonds. The report stocks perform better and the board voted to change that ratio to 60/40 by investing more in stocks.
The hospital Reserve Fund initially had $30 million in it when the county took control of the hospital in May 2023.
A previous board used the fund to bankroll the construction of the Justice Center and Jonestown Bypass in 2021.
In September the county pulled money from the fund to tide it over from October to January when new tax dollars begin being paid. The county borrowed $2 million at 4.269-percent interest and will repay it in two installments of $59,311.68 in January and February and a third payment of $1,895,509.94 in March.
The Hospital Fund was initially serviced by lease payments made by private companies leasing the hospital property and paying taxes to the county. It has also been used to buy medical machines at the hospital and the current board of trustees was given $5 million to stabilize the hospital in 2023.
When the county borrows money from the fund, it must be paid back.
The hospital reserve fund was set up to only be spent to improve healthcare in Coahoma County. Legally known as the Coahoma County Reserve and Trust Fund, the Legislature passed House Bill 1586 in 2020 allowing the county to use the funds for economic development, as long as they are paid back.
In November the county took $4 million from the Hospital Reserve Fund. Two million of those dollars were used to retire construction costs incurred in the renovation of IRS office at the Federal Building.
At the request of Chamber Executive Jon Levingston, the Chamber will use the other $2 million for a possible renovation to the federal building for more IRS office space. That tentative expansion is being called Phase 2 and will occupy the second floor.
• The county was told by Ray Sykes, of Allimac Computers, told supervisors the county’s server was outdated and will soon be obsolete. He said updates no longer patch problems and some programs will not run on the old equipment.
Supervisors voted to approve a single source quote of $7,953.27 for a new server.
• The board was approached by Attorney Rob Tyner, representing the Town of Sumner, concerned about the county’s railroad property that has become an eyesore. Tyner said the site is littered, has junk metal on it and also railroad cars and locomotives that have not moved for some time.
The county said they were not aware of the problem and would work to remedy the situation.
• County Engineer Marcus Hooker said the county’s annual bridge inspections have begun and he is seeking approval of two State Aid Projects that would repair Stovall Road, Friars Point Road and New Africa Road.
Hooker also said the deadline for requesting special projects from the Mississippi Legislature is fast approaching and any special projects need to be approve quickly. The county offered a list of building that need repair and are not ADA compliant.
• The board approved a resolution honoring Patrick “Pete” Hayes Johnson for his years of service to the state, region, county and community.
• The board approved January minutes. County board minutes are public record and can be reviewed at the courthouse during regular business hours.
• The board approved past due payment to County Judge Ken Haney in the amount of $16,376.26 for 2022, 2023 and 2024, plus 8-percent interest.
• The county approved hiring two men as jailers at the Sheriff’s Department, tags for vehicles and an online subscription to the Clarksdale Press Register.
• The county approved Emergency Management Director Charles Hale to seek grants for flood control. Hale also submitted an earthquake evacuation plan required by both the state and federal government.
• The board approved a request UpLink to bore on right of way on Mood Road and Jimbo Lane/Moon Lake Road.
• The county approved bids for gravel, sand and road materials.
• The board tabled plans to obtain property in Rena Lara until concerns about property lines are cleared up.
• The board voted to adjourn until 2 p.m. Wednesday, Feb. 19. County board meetings are held at the Coahoma County Courthouse and are open to the public.
