Eutaw City Council concerned about financial recordkeeping and reporting

At its regular meeting on Tuesday, September 12, 2017, the Eutaw City Council was unable to get a second and vote on a motion made by Councilman Joe Lee Powell to pay bills for the month of August.
Three Council members present, LaTasha Johnson, Jeffrey Carpenter and Sheila H. Smith expressed misgivings about paying the bills without a more detailed financial statement and record of the City’s finances and bank accounts. Councilman Bennie Abrams was absent and was not present to second or vote on the motion. Had Abrams been present, the motion may have resulted in a tie vote on paying the bills.
Councilwoman LaTasha Johnson said she sent Mayor Steele a letter asking for specific information about bills and bank accounts especially the funds coming from electronic bingo. Councilman Carpenter said he has been pushing for many years for the city to have a budget and pay bills based on a plan and a budget.

Mayor Steele said the City of Eutaw did not have its records in proper form to provide the reports and budget that were being requested. Steele said Council members could come to City Hall “at any time and request that the City Clerk show them any bills, bank statements or other financial data they want to see.”
Steele said that he had discussed this with James Gardner, the City’s CPA and accounting firm and was advised that additional funds were needed to train and support City Hall staff to enter information in the computer system to generate the needed reports. Steele said that he would invite Gardner to speak with the Council at a work session on Monday, September 18, 2017 to explain the situation.
At the Council Work Session, Gardner explained that the last audit for the City of Eutaw was done by him in FY2012 and that a Financial Compilation Report and Financial Statement was done for fiscal year 2014, through September 30, 2014. There have been no financial statements or reports done by his firm for the ensuing fiscal years of 2015, 2016 and 2017. Bank statements and files of receipts and expenditures are on file in the City Hall, which could be used to construct a financial statement and reports.
Gardner said that he would send an estimate of the cost to do these unaudited compilation statements by the next City Council meeting. Gardner said it would cost $4,000 to $7,000 to train City Hall staff to enter financial information in a modified QuickBooks system, for the city’s multiple accounts, starting October 1, 2017. Once this training was done and the system was properly maintained he could do an audited statement for the FY2018, which ends September 30, 2018.
Mayor Steele said that he would bring a report from the CPA firm on recordkeeping, accounting and financial reporting to the next meeting for the Council to make a formal decision.
At the Council Work Session, Mayor Steele reported that the City water system expansion project was moving toward conclusion. More new digitized self-reporting water meters will still be installed, including individual meters in Carver Circle taking the place of a single master meter.
Steele said the new water tank would be painted by the end of October and put into operation by the end of the year. This would allow the power pole to be moved from its temporary location in the street near the Courthouse to its permanent place. The Mayor also indicated that the water line contractor would return to fix other areas that were affected by the construction.
The Mayor indicated that the City’s knuckle-boom truck to cut and remove trees from city roadways was in the shop and would require $18,000 to $20,000 to repair. He reported that both City backhoes were also in the shop for repair and that the city workers were doing their best to pick up branches piled up on the side of roads and streets.
Steele said, “Our equipment is very old and in need of repair and upgrading. We are going to do our best to prepare for the Tour of Homes, scheduled for October 7 and 8, in Eutaw.”
At the September 12 Council meeting, Councilwoman Sheila H. Smith confronted Mayor Steele and tried to make a motion to deny the Mayor the use of a new 2017 Tahoe, he uses for conducting city business. Smith said the vehicle could be better used by the Police Department.
Steele said he needed the car to show visitors interested in the community, a positive image of the community. He also said he needed a reliable vehicle to travel to meetings to seek resources for the city. The Mayor suggested that Smith was taking these actions against him, as personal retribution, because he had requested that she turn in her city issued cell phone. The Mayor was successful in ruling the motion out-of-order but the issue lingers and may come up again in future meetings.