By Libby Cluett
lcluett@mineralwellsindex.com

PALO PINTO – In a lengthy meeting Monday, Palo Pinto County Commissioners deliberated over numerous topics, including the security of county offices and their contents.

Upon completion of the 2008 county audit, auditing firm Crawford, Carter and Thompson found some material weaknesses in the county's internal controls.

County Judge Mike Smiddy stated, “for the benefit of the press and the public,” that the weaknesses include issues in the county treasurer's office. He later summarized these as: security of the office; not making timely deposits; not recording deposits to the proper accounts; and not making the monthly reports to commissioners court.

Some of these weaknesses resulted in a letter of withdrawal from Edgin, Parkman, Fleming and Fleming PC. In June, commissioners approved this Wichita Falls-based firm as the county's new independent auditors, since Crawford, Carter and Thompson is no longer offering public auditing services.

Firm representative Michael Edgin wrote commissioners saying his firm had not seen the 2008 audit when they made their original proposal, but when they received a copy of the audit, “the report disclosed a material weakness … [that] listed several matters surrounding the County Treasurer's office.”

Edgin added in his letter to commissioners that after visiting with Crawford, Carter and Thompson and the county auditor independently they discovered that an issue with the treasurer's office “may be ongoing. This is a significant concern to us. Consequently, with this new information, we respectfully withdraw our Proposal to Provide Auditing Services dated May 22, 2009 and our engagement letter dated June 25, 2009.”

County Auditor Sharon Allen informed commissioners that any of the other four auditing firms submitting proposals would say “the same thing. The only way they'll do it is if the county gets the problems resolved.” In Monday's meeting, commissioners tabled accepting Edgin's withdrawal letter. However, they took action on addressing some material weaknesses identified in the audit.

Commissioners selected a committee to review audit findings with the county treasurer and to make recommendations to the court. In addition to forming a committee, commissioners installed a new regulation requiring doors to any unattended county office be closed and, if unattended for 10 minutes, locked.

“There's sensitive material in this courthouse – including social security numbers of our residents – that doesn't need to be exposed,” said Precinct 2 Commissioner Ed Laney.

“With identity theft occurring, that is a major concern,” noted Smiddy.

According to commissioner's discussion, if any office does not abide by the regulation, individuals could be held in contempt of commissioners court and could potentially face a fine. Smiddy cited that state law places the sheriff in charge of enforcing courthouse security per commissioner's regulation.

In other business, commissioners:

• Maintained the burn ban and asked the media to remind citizens that it is unlawful to burn trash in barrels during a burn ban. Commissioners also reminded residents that it is against state regulations to burn trash in a barrel when trash pick up is available. According to County Fire Marshal Barry Gill, either offense is punishable by a fine of up to $500.

• Approved proposed interlocal agreements regarding street maintenance with the cities of Strawn, Mingus, Gordon and Graford.

• Formed a committee to review 14 applications the county received for it part time animal control officer. The committee will also review duties and salary for the new role.

• Approved keeping the county's annual road and bridge fee at $10.

• Approved a request by the Santo Special Utility District to lay water line in a county right-of-way in Precinct 4.

• Approved advertising for sealed bids, to be opened Aug. 10, for motor fuel, reject asphalt and road base material.

• Approved 10.7 percent as its annual contribution rate to employee retirement – an amount recommended by the Texas County and District Retirement System.