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Kingsford Heights council approves claims docket, debates contractor terms and raises audit/timekeeping concerns
Summary
Council approved a claims docket that included a corrected distribution for claim 17104, debated the length and cost of an accounting contract with Baker Tilly, accepted a broadcasting contract with Access LaPorte County, and discussed timekeeping, records retention and ARPA spending deadlines.
The Kingsford Heights Town Council on Jan. 12 approved the night’s claims docket after discussion of a notable claim distribution and spent significant time on contracts and internal controls.
Councilors flagged claim number 17104, a bond payment that was recorded to the Water Grant Construction Fund; members directed staff to correct the distribution before final accounting. Despite the correction-needed flag, the council moved, seconded and approved the claim docket on the record for $121,001.48.68 while acknowledging one claim’s distribution would be adjusted.
The clerk reported concerns about timesheet documentation and audit preparedness, saying State Board of Accounts auditors expect documented time cards; the clerk asked who signs utility department timecards and proposed installing a time clock. Council discussed using handwritten time entries, radio dispatch logs to corroborate duty times, or installing a physical time clock in the town hall and requested staff investigate options and include a timekeeping policy in the updated employee handbook.
On contracted services, councilors debated retaining Baker Tilly for accounting support. Some members favored a six-month trial to limit cost; others preferred a full year. Questions included monthly cost and whether hourly overages would apply after an initial hours cap. Council asked staff to confirm contract terms and training responsibilities (Keystone system training was noted as a separate vendor responsibility). The council also voted to accept a one-year contract with Access LaPorte County to continue meeting broadcasts (proposed fee $3,000 or two payments of $1,500).
Other administrative issues discussed included the State Board of Accounts guidance that many contracts are retained for 10 years, the need to locate plat maps and records for subdivision questions, and an ARPA spending/obligation deadline discussed by staff: funds must be obligated by last year and fully spent by Dec. 31 of the current year under federal guidance, the clerk said.
Council directed staff to: (1) correct claim distributions as necessary; (2) return with timekeeping options and a proposed handbook update; (3) confirm terms for Baker Tilly and whether a six-month engagement is feasible; and (4) implement the Access LaPorte County contract as approved.
