HomeMy WebLinkAboutFollow-up on Surveyor RecommendationsReport# 05/06 - 5 (Dated December 16, 2005)
Follow-up on
Surveyor Recommendations
(Internal audit report #04/05-7 issued 1/21/05)
Presented to the
Deschutes County Audit Committee
by the
Internal Audit Program
David Givans, CPA – County Internal Auditor
Report# 05/06-5 Dated December 16, 2005
Deschutes Count y,
Oregon
Report# 05/06 - 5 (Dated December 16, 2005)
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Report# 05/06 - 5 (Dated December 16, 2005)
To: Audit Co mmittee
CC: Mike Daly, Bev Clarno
From: David Givans, Count y Internal Auditor
Subject: Fo llow-up on the Surveyor Recommendations (issued by Moss Adams)
(Report #05/06-5)
Date: December 16, 2005
This fo llow-up report covers the performance review of the Surveyor as covered in Internal
Audit Report #04/05-7 issued January 21, 2005.
Informat ion contained in this reports is fro m interviews with Mike Berry, current Surveyor
for Deschutes County.
Deschutes Count y,
Oregon
Internal Audit Program
David Givans, CPA
County Internal Auditor
Deschutes County-Administration building
1130 NW Harriman
Bend, OR 97701
Phone: 541-330-4674
Fax: 541-388-4752
davidg@co.deschutes.or.us
Report# 05/06 - 5 (Dated December 16, 2005)
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Report# 05/06-5 (Dated December 16, 2005)
Follow -up on
Surveyor Recommendations
(Internal audit report #04/05-7 issued 1/21/05)
TABLE OF CONTENTS:
1. INTRODUCTION
1.1. Background …………………………………………………………………............ 1
1.2. Object ives and scope …….…………………………………………………............ 1
1.3. Methodology ……………………………………………………………………….. 1
2. OVERVIEW OF RESULTS
2.1. Reco mmendat ion - Implementation in Progress …………………………………... 2
2.2. Reco mmendat ion - Implemented ………………………………………………...... 2
3. ATTACHMENT
3.1. Reso lut ion #2005-140 - Authorizat ion for change fund …........................................ 3
Report# 05/06 - 5 (Dated December 16, 2005)
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Follow -up on Surveyor Recommendations
(Internal audit report #04/05-7 issued 1/21/05)
1. INTRODUCTION
1.1 BACKGROUND
Audit authorit y:
The Deschutes County Audit Committee has suggested that follow-ups occur within nine
mo nths of the reports. The Audit Co mmittee wanted to make sure departments satisfactorily
address recommendations.
1.2 OBJECTIVES and SCOPE
Object ives:
The object ive was to follow-up on recommendat ions ident ified in the internal audit report.
Scope:
The fo llow-up included all reco mmendat ions made in the original internal audit report
(#04/05-7 issued January 21, 2005).
1.3 METHODOLOGY
The fo llow-up included interviews with the current Surveyor, Mike Berry. The original
audit work was performed due to the conversio n of the Surveyor’s posit ion fro m an elected
posit ion to an appointed position. The status and addit ional co mments were fro m
discussio ns with the Surveyor. This fo llow-up is, by nature, subject ive.
In determining the status of recommendat ion that were fo llowed-up, we relied on assertions
provided by the Surveyor and did not attempt to independently verify those assertions.
Since no audit work was performed, Government Auditing Standards issued by the
Comptroller General of the United States were not fo llo wed.
2. Overview of Results
We fo llowed up on two recommendations made in the report. One recommendat ion has
been fully implemented and one is st ill being worked on.
Report# 05/06 - 5 (Dated December 16, 2005)
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2.1 RECOMMENDATIONS –IMPLEMENTATION IN PROGRESS
1. One GPS receiver (co-purchased with CDD) was with GIS (CDD) as of 12/30/04.
The Surveyor’s Office does not have a routine way to track the movement of this or
other assets between departments. Though staff often remember the location of their
capital assets, it would be preferable to have a written checkout system so that digital
cameras, cameras, and mobile GPS receivers, could be checked out to specific
personnel wit hin or outside the department. This will allow tracking should anyo ne
want to locate an asset and this would be less reliant on a specific individual’s
memory.
Surveyor Comments:
They are current ly looking for a home for the GPS receiver since it is very old. It
might become surplus property since the Surveyor's Office and CDD both have litt le
use for it. After moving out to the Road Department, they have more centralized
operations and their survey crews monitor and manage closely the locat ion of their
surveying equipment on a daily basis. The expensive GPS systems are locked up
when not in use as well as any other valuable equipment. They do not think they
need a log to manage their current equipment at this time.
Auditor comment:
Approach seems adequate at this time.
2.2 RECOMMENDATIONS - IMPLEMENTED
1. The Surveyor’s Office has been using their petty cash monies as change monies.
They no longer have a need for petty cash. Since the usage has changed, the
Surveyor’s Office should have the funds designated as change funds.
Implementation:
See Reso lution #2005-140 (attached) that changed their petty cash fund to a change
fund as suggested.
Report# 05/06 - 5 (Dated December 16, 2005)
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3. ATTACHMENT
3.1 Resolution #2005-140 - Change fund authorization