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Atchison County commissioners reallocate ARPA expenses, cancel remaining project authorizations
Summary
At a Dec. 30 special meeting, finance director Mark Zeltner told the Atchison County Commission that ARPA expenditures must be reclassified to meet Treasury timing rules; commissioners approved three reallocations and canceled leftover authorizations for several completed projects, each by a 3-0 vote.
Atchison County Commissioners on Dec. 30 approved a series of reallocations and cancellations in the county's American Rescue Plan Act (ARPA) fund after staff said some invoices or service periods exceeded the timing rules cited by the U.S. Treasury Department.
Finance Director Mark Zeltner told the commission the county must submit ARPA expenses through a Treasury Department portal and that the last expenses the board had approved were recorded as of the Dec. 18 meeting. Zeltner said two invoices included dates or service periods extending beyond the eligible time frame and needed to be accounted for as 2024 expenditures.
To address that, commissioners voted 3-0 to have the county reimburse the ARPA fund $100,000 from the general fund related to a payment to an organization identified in the meeting as Project Concern, and then apply the ARPA fund to reimburse the general fund for 2024 appropriations in the same amount. The motion as described in the meeting text was: "reimburse ARPA fund for a hundred thousand dollar payment to project concern from the general fund, and then subsequently utilize that same ARPA fund to reimburse the general fund for 2024 appropriations of a hundred thousand dollars." The motion passed unanimously.
The board next approved a 3-0 motion to reclassify an IT invoice tied to vendor ConvergeOne. Zeltner said the ConvergeOne invoice (initially described in the meeting as $3,370.41) included warranties and service dates extending into later years; staff sought to offset that amount to a 2024 expense and use ARPA to reimburse the general fund. The exact dollar figures mentioned in the meeting were inconsistent in the spoken record; the commission approved the reimbursement as described by staff.
Finally, the commission approved a 3-0 motion to cancel remaining authorizations in the ARPA fund for several completed projects. Zeltner listed the remaining authorization amounts the meeting record showed as: $1,087,297.50 for the road and bridge facility; $25,114.77 for the appraiser's office remodel; $2,611.66 for a generator; and $526.65 for courthouse renovations. Zeltner said these items were completed without using the previously allotted maximum amounts and that no cash would change hands as part of the reclassification: "no money is exchanging. All the ARPA is spent. It's just reallocating these to the proper time frame and to the proper expenses," he said.
All three motions were moved and seconded on the record and passed by voice vote, recorded as 3-0.
The clerk was asked to record the listed amounts for the minutes and staff indicated they would provide a full list to the clerk's office. The commission did not schedule an executive session and adjourned after the two agenda items were completed.
Votes at a glance
- Reimburse ARPA $100,000 for payment to Project Concern; reimburse general fund for 2024 appropriations in same amount. Outcome: approved, 3-0. - Reclassify ConvergeOne IT invoice and reimburse ARPA for excess warranty/service period (amounts spoken included $3,370.41 and $3,003.70 in the record). Outcome: approved, 3-0. - Cancel remaining ARPA authorizations for completed projects (road & bridge facility: $1,087,297.50; appraiser's office remodel: $25,114.77; generator: $2,611.66; courthouse renovations: $526.65). Outcome: approved, 3-0.
