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Discussion was held on the case in Phelps County and Mr. Arnold asked Mr. Zitterkopf if they completed the project and he stated that they did, the Phelps County supervisors contacted the local contractors. Mr. Schuppan questioned how many bids packets went out and Mr. Humphrey stated that 25 plans when through A&D and there is a $100.00 fee for each set. One of the bids went to county court. Mr. McFarland ask if contractors attended the mandatory walk through and Mr. Humphrey stated that Johnson Controls, Mid Plains Construction, Lacy Construction, Werner's, GSC Unlimited, Ensley Electric, Winfrey's and several others were there. The meeting on December 19th will need to be canceled. Mr. Arnold expressed concern having the bids during the holidays. Mr. Schuppan suggested hold the bid opening on January 13, 2015. The vote on the motion to not open the bids was taken. Arnold, Lancaster, McFarland, Purdy, Quandt, Schuppan and Ziola all voted yes and none voted no. Motion carried. B) DISCUSSION AND POSSIBLE ACTION REGARDING SPECIAL BOARD MEETING ON DECEMBER 19 2014 - McFarland made a motion and Quandt seconded to cancel the meeting scheduled for Friday December 19, 2014. Arnold, Lancaster, McFarland, Purdy, Quandt, Schuppan and Ziola all voted yes and none voted no. Motion carried 5 C) BID OPENING FOR COURTHOUSE HVAC PROJECT—Quandt made a motion and Purdy seconded to set the bid opening for the Courthouse HVAC project for January 13, 2015 at 10:00 a.m. with the bids due to the County Clerk by Monday January 12, 2015 at 5:00 p.m. Arnold, Lancaster, McFarland, Purdy, Quandt, Schuppan and Ziola all voted yes and none voted no. Motion carried Mr. Zitterkopf asked who should return the bids and the County Clerk was instructed to return the bids to the contractors. 8 .MCDERMOTT & MILLER - HALL COUNTY AUDIT PRESENTATION — Philip Erb with McDermott Miller was present. He was the audit manager for the job. He thanked the board for the opportunity to be auditors for Hall County and thanked the county employees. They also met with the audit committee before they started the audit. He reviewed the audit letter and covered the responsibilities regarding the financial statements. The ethics compliance requires that they are independent from Hall County. The financial estimates are the county budget. • He reviewed page 3 no disagreement with management • The management representation letter all information was complete and accurate • Reviewed page 67 regarding segregation of duties due to the limited number of employees • Cash management and general procedures only one finding regarding the reconciliation of the cash for the Register of Deeds • Page 68 motor vehicle sales tax forms if not paid in 30 days have a penalty some were charged and some were not charged the penalty this was discussed • There was an overpayment to a vendor but the overpayment was returned 4