2009-08-26 Handouts @ Mtg. - Laserfiche WebLink

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City Finance Director recelvmg them. In response to the auditor's finding, City management stated, "Management has initiated changes in the investment procedures to ensure that there is separation between initiation and authorization and that the Finance Director only has authority to move funds between existing accounts." Based on this information, the City of Centerville's investments were held in one account with Smith Barney, and all cash withdrawals were accounted for during calendar years 2005 through 2007. An audit by us of the City's response to the independent auditor's finding is not within the scope of this review, though typically the City's independent auditors perform follow-up on auditee corrective actions or plans during the succeeding audit. In the audited financial report for the City of Centerville for 2008, the independent auditor repeated its finding because the City Finance Director continued to have responsibility over all previously mentioned duties relative to the investment transaction cycle, though the auditor commented "... but there is some review of the statements by the City Administrator." The City's management repeated its response to this finding. Minutes The petitioners were concerned that the official meeting minutes from the Parks and Recreation committee meetings for calendar years 2006 and 2007 were no longer available on the City of Centerville's website (www.Centerville.mn.us). We met with City personnel and reviewed Minnesota statutes. We noted the following. 1. When the hyperlink related to the minutes for the Parks and Recreation committee meeting minutes was selected, it displayed 'image not available' and 'text not available.' In order to view the minutes, the 'download electronic file' hyperlink must be selected. We tried this various times and were able to view all of the Parks and Recreation committee meeting minutes for calendar years 2006 and 2007. 2. The Parks and Recreation committee meeting minutes are available on the City of Centerville's website only. Furthermore, it was determined that the approved City Council meeting minutes are available on the City's website and are also burned onto DVDs, which are unalterable and kept at a separate location. Minn. Stat. S 13D.Ol, subd. 4, states that, "(a) The votes of the members of the state agency, board, commission, or department; or of the governing body, committee, subcommittee, board, department, or commission on an action taken in a meeting required by this section to be open to the public must be recorded in a journal kept for that purpose." Minn. Stat. S 13D.ol, subd. 5, states that, "The journal must be open to the public during all normal business hours where records of the public body are kept." Page 15