VIENNA — The Maries County Commission on Dec. 18 heard comments from Maries County License Office Manager Tiffany Kelley, who raised concerns regarding training requirements, financial procedures and the need for an outside audit to clarify discrepancies in the office’s account balances.

Kelley expressed concern early in the discussion about portions of her comments being published, stating that an article in the Dec. 10 edition of The Maries County Advocate — “Vienna License Office employee resigns, raises concerns” — had led to personal backlash. She said she did not want certain remarks “in the paper,” explaining that public coverage had resulted in negative messages directed at her and her family.

Commissioners responded by explaining that remarks made during open session are subject to public record and reporting, noting that personnel matters can only be discussed in closed session under specific circumstances. They told Kelley that they could not control what is said once discussion takes place in an open meeting and advised her to be mindful of what she chose to share publicly.

“Just think about what you’re saying,” Presiding Commissioner Vic Stratman said. “That’s what we try to do.”

Kelley told commissioners she nearly submitted her two weeks’ notice last week, citing stress related to recent public discussion of license office finances and what she described as a lack of training since taking over the position.

“I feel like we’re not getting the proper training, the financial stuff,” Kelley said. “I finally, after three years being here, decided I better read this contract. It says 12 times in there that you guys are to supply training for the office. That’s also financial training.”

Commissioners questioned what type of training Kelley was referring to, noting that Department of Revenue procedures are typically handled at the state level. Kelley responded that it’s in the contract that the contractors are responsible for the training.

Kelley noted that while she received procedural training, she did not receive financial training related to accounting and reporting.

Eastern District Commissioner Doug Drewel said they would need to look into it.

“Well, we’ll just have to do some research and find out who’s supposed to do the training and where the classes are at,” Drewel said.

Kelley said her procedural training came in house.

“The training I got was from Connie Sandbothe and she signed off on 120 hours, and it was procedure training,” Kelley said. “I’m talking about the financial.”

Kelley explained that when former manager Jennifer Roberson departed, she had only one week of overlap and was handed existing financial materials, including a deposit book, bank statements and an Excel spreadsheet used to calculate monthly payments to the county.

“That Excel sheet is my Bible,” Kelley said. “That’s what I go off of.”

Kelley said she recently discovered the spreadsheet formula may not be properly accounting for newer revenue streams, including online renewals and changes related to driver’s license processing. As a result, funds may not have been distributed correctly, leaving a higher-than-expected balance in the license office account.

“We’re setting (SIC) at $80,000 in our account,” Kelley said. “This has never been added into it, ever.”

Kelley said the issue did not come to her attention until after questions were raised publicly, prompting her to reexamine the figures.

“I didn’t think it was a problem because it was matching my statements,” she said. “Then I started looking, and I’m like, I don’t think my formula is right.”

Drewel said he isn’t familiar with license office procedures.

“Personally, I don’t know anything about it,” Drewel said. “My suggestion is we just need somebody to audit that, or for the state to audit it.”

Kelley stressed that she was not opposed to an audit and said she believes an outside review would clarify the situation.

“I want the paper to know that I’ve never said no to an audit,” Kelley said. “I think the audit would help.”

Commissioners agreed that an audit would be the appropriate next step and advised Kelley not to change existing procedures until the review is completed.

“Don’t change nothing until an auditor looks at it,” Drewel said. “And then we’ll know what we got.”

Kelley also raised questions about what minimum balance the office should maintain to meet state payment obligations, noting that previous practices of maintaining a $1,000 balance are no longer feasible due to changes in processing and volume.

“There’s no way that will work now,” she said. “I don’t know what that bottom dollar needs to be.”

In addition to financial concerns, Kelley discussed staffing and workflow changes, including prioritizing online renewals within required timeframes and implementing weekly training sessions for staff.

“I talked to the girls and said ‘When I come in in the morning, I have to do my online renewals, you guys  have to help the customers,” Kelley said.

Kelley also noted recent changes within the Department of Revenue, including a new director and possible revisions to error-rate standards that contractors have raised concerns about.

“This can’t happen immediately,” Kelley said. “But over several months, with more training and more support, it’ll all get better.”

The commission concluded the discussion by agreeing to seek outside assistance to review the license office finances and determine next steps.

“We need the first thing to get it audited and see what you got,” Drewel said. “Then go from there.”