South Summit Council of Governments Meeting Summary – March 19, 2026

The South Summit Council of Governments (SSCOG) held its regular meeting on March 19, 2026, at 9:00 AM. The meeting was attended by Mayor Jurgen (Green) and Mayor Rector (New Franklin), along with staff and consultants. Key topics included the presentation of an accounting process review by Julian & Groove, approval of the 2025 annual financial report, adoption of a separate grant fund, updates on dispatch technology, and personnel actions.

Consent Calendar

• Approval of Minutes: The minutes from the December 19, 2025 meeting were approved unanimously.
• Resolution 2026-01: Approved the 2025 annual financial report (Hinkle Report). The report showed operating cash receipts of $2,074,530, disbursements of $2,146,210, resulting in a deficit of $66,909, reducing the fund balance from $299,099 in 2024 to $232,190 in 2025.
• Resolution 2026-02: Established a separate fund for the 911 government assistance grant, as recommended by the accounting review, to avoid commingling restricted grant funds.
• Bank Reconciliations: Approved bank reconciliations for December 2025, January 2026, and February 2026.

Discussion Items

• Julian & Groove Accounting Process Review: Rebecca Heiser and Amanda Copeland presented a draft report containing 21 recommendations to improve accounting policies, procedures, and internal controls. Key areas included segregation of duties, board oversight, surety bonds, record maintenance, expense reimbursement, credit card procedures, avoiding sales tax and late fees, establishing an annual budget with purchase orders, payroll system improvements (including consideration of third-party payroll), correcting 941 compliance issues (late filing penalties from prior years), grant fund management, updating policy manuals for virtual meetings, cybersecurity, fraud reporting, public records training, bank reconciliation checklists, stale dated check policy, purchase order authorization, receipt procedures, and updating service ratio calculations between New Franklin and Green. The board accepted the draft report and directed staff to implement recommendations.
• Treasurer’s Report: New Treasurer Brian Huffman presented the first financial report, including bank reconciliations, and noted ongoing work to implement the accounting recommendations. Finance directors Susan Cook (New Franklin) and Shelley (Green) provided feedback on payroll system capabilities and bonding requirements.
• Dispatcher’s Report: Dispatch Manager Leslie presented updates on: cybersecurity measures (ETC contract renewal at $5,526.78/month, total $75,841 annually, within budget); the 911 government assistance fund (receiving $34,542 from county for 2025, up from $29,000 in 2024); new technologies including ASAP to PSAP for automated alarm processing (no cost to COG) and Cora AI assistant for dispatcher call-taking (no additional cost); and Telecommunications Appreciation Week (April 12-18).
• New Business – Bylaws Update: The board agreed to hold a special meeting in April 2026 to comprehensively update the bylaws to reflect new positions, roles, and best practices. Input from members is due by April 2, 2026.

Key Outcomes

• Hiring and Compensation of Secretary: Vicky Raymond was officially hired as part-time secretary effective January 21, 2026, at an annual salary of $4,000. The board approved an increase to $5,000 per year, effective prospectively.
• Compensation for Dispatch Manager: Leslie received a 3% annual salary increase and a $1,000 longevity payment recognizing 29 years of service with the City of Green.
• Fiscal Agent Job Description: A revised job description was adopted, narrowing duties to reflect actual responsibilities, with certain tasks transferred to the treasurer or dispatch manager.
• Next Meeting: The next regular meeting is scheduled for Friday, June 26, 2026, at 9:00 AM. A special meeting on bylaws will be held in April.