Finance Committee approves vouchers and treasurer's claims, flags $2,507 IT credit-card balance pending receipts

The Finance Committee approved board member vouchers and treasurer's claims and discussed an IT credit-card balance for which some receipts are missing. Committee members approved the claims and instructed staff to locate invoices and reconcile the credit-card transactions.

A motion to approve board member vouchers passed (mover: Doug; seconder: Matt). The committee then approved the treasurer's claims (mover: Matt; seconder: Eric). During the treasurer's claims discussion, staff identified an IT credit-card account with two recent statements and a $2,507 balance; the statements lacked attached invoices. Committee members said the credit card has been closed and that staff will work with Eric to gather receipts and resolve any charges. "That $2,507 balance is a relatively small one. I do think it makes time sense to pay it," a staff member said, while noting staff would review individual transactions for anything to protest.

Committee members requested a regular line item on future finance agendas to review credit-card transactions and receipts. Specific transactions discussed included small recurring billing items and an unfamiliar vendor labeled in the record as "9night.9night.com," which a staff member said appeared to be a software-installer service based on a web search. The staff member said they would track down the original invoices and attach them to the voucher paperwork.

The finance director (title provided during the meeting) presented a draft FY2026 budget that includes 2023 and 2024 actuals, the 2025 original budget, the 2025 amended column and the 2026 original budget column. The director said revenues have come in above expectations for the current year and that there is a $3,000,000 placeholder in the budget for remaining construction costs on the new building; the director described the county as "walking out of FY 2025 in good financial position," subject to year-end activity. Committee members were reminded that the October meeting will be moved to a Tuesday because of the Columbus Day holiday and that the budget will be placed on file at the next meeting.

Next steps: staff will gather missing invoices for the IT credit-card account, pay the outstanding balance if appropriate, and add a recurring agenda item for credit-card transaction review. The draft FY2026 budget will be placed on file at the October meeting for further consideration.