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County staff describe account transfers and note fairgrounds used county tax ID for OSU training accounts
Summary
County staff discussed transferring funds between accounts to cover payments, reversing transfers later, and noted the fairgrounds used the county tax ID for OSU training accounts and should document statements through the board.
County staff told Alfalfa County commissioners that the fairgrounds had used the county’s tax ID for accounts tied to OSU training and recommended documenting account statements through the board so the county has an audit trail.
“Since they are using our tax ID number on their other accounts, they highly suggest that they put the statements or something through the board meeting to let you guys know what is there,” a County staff member said.
Staff also discussed temporary transfers between accounts to cover payments because some accounts did not have sufficient funds; those transfers will be reversed when funding is available. “I probably just need to do the option 1 on each one of those, which is the payments because we don't have that full amount in there. So I just transferred, and then I'll reverse these transfers on this kind of general ones once we get that back the other way,” a County staff member said.
The staff conversation also referenced a “chart of accounts” exercise and creating more accounts to narrow or organize account numbers. “You know, they did a chart of accounts to, narrow down the number of accounts and all that stuff is make more accounts,” a County staff member said.
Why it matters: using a county tax ID on externally managed accounts and performing intra-county transfers can have accounting, audit, and liability implications; staff recommended recording statements in board minutes for transparency. The transcript does not show a formal vote or directive to change the fairgrounds’ account practices, only staff discussion and recommendations.
