South Summit COG approves $15,000 financial review and clears way to hire outside treasurer

The South Summit Council of Governments on Tuesday approved a financial procedures assessment and amended its bylaws to permit appointing a treasurer and secretary from outside member communities.

The council voted to authorize the president to accept a proposal from Julian and Grube Inc. for "a fee not to exceed $15,000," Mayor Adamson said during the special meeting held at Town Park Boulevard in Greene. The consultants are expected to start in mid-November or early December and to take about 45 to 60 days to issue a report.

The action responds to an internal push to tighten bookkeeping and compliance ahead of a more intensive audit cycle. "We've had what I called 'audit light' for the first three years; now we're going to audit heavy over the next three years," Mayor Adamson said, noting the COG has encountered inadvertent IRS reporting omissions even though withholdings and payments were made.

Why it matters: Council leaders said the assessment will verify current processes, identify best practices from other COGs and clarify responsibilities between the fiscal agent and a potential new treasurer — steps they said are needed to reduce the risk of future reporting mistakes.

The council also approved Resolution 20 25 05 to amend the bylaws so the secretary and treasurer need not be drawn from member communities and so those offices can receive compensation set by the council. The president said initial estimates put the treasurer compensation at about $800 to $1,000 per month (roughly $12,000 annually) and the draft budget currently includes $15,000 to cover both treasurer and secretary costs.

Finance directors at the meeting supported the measures as a natural step as the organization matures. "They'll tell us the do's and don'ts," a finance director said of the consultants, adding that an outside review would help the council determine the monthly or quarterly reports it should require.

Budget context: The president presented a working draft for the 2026 budget that includes a $15,000 line for the Julian and Grube review, $15,000 for a treasurer role and $5,000 for a secretary. Council members discussed bonding costs for the treasurer (estimated about $150 annually) and agreed on the importance of carrying reasonable reserves. Finance staff reported approximately $200,000 in carryover funds.

What happens next: Julian and Grube will begin the procedures assessment when scheduled, and the council will use their recommendations when defining the treasurer's responsibilities. The council discussed posting and filling the treasurer position in parallel with the consultant review.

Votes at a glance: Resolution 20 25 04 (authorize assessment contract): motion moved by Mayor Adamson and approved by roll call. Resolution 20 25 05 (amend bylaws to allow external treasurer/secretary and set compensation): motion moved and approved by roll call.

The meeting closed without further action on amendments to the budget; members said they will finalize the 2026 budget at the regular December meeting and may amend it if the assessment or hiring process requires changes.