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<br />Draft <br /> <br />Draft <br /> <br />Draft <br /> <br />3) Investment Accounts <br /> <br />Audit comment/issue: No comment or suggestion was made, but the conclusion <br />of auditor was that the city had not responded to separation of duties issue identified in <br />2007 independent audit. Specifically, the issue was that the Fiwmce Director still had <br />responsibility over all duties of authorization, custody, record keeping and reconciliation <br />of accounts. The auditor also noted: "there is some review of statements by the City <br />Administrator." <br /> <br />City's response: In fact, the City Council passed a resolution in on September 14,2005, <br />which specifically allows the finance director to only move funds within existing <br />accounts. Withdrawal authority requires two signatures of the following: mayor, acting <br />mayor, and administrator. This policy has been provided to the banking institutions and <br />enforced since that time. Also, the City Administrator opens every monthly bank <br />statement and examines it for any unauthorized transactions and views the cancelled <br />checks to make sure they have the proper signatures and that amounts have not been <br />altered. These procedures will be communicated to the independent auditors so that the <br />financial statements reflect this policy. <br /> <br />4) Minutes <br /> <br />Audit comment: : "It is our conclusion that providing meeting minutes on the <br />City ofCenterville's website alone does not fulfill the requirements of the open meeting <br />law, Minn. Stat. Ch. 13D. <br /> <br />City's response: The conclusion that minutes are only available on the City's <br />website is incorrect. While the City does not keep a paper minute journal, an electronic <br />version is kept and is available to the public during normal business hours at City Hall. <br />We believe that an electronic version is a legal form of the document as long as it meets <br />the requirements ofMinn, Stat. Ch. 15.17 (*1) Anyone coming to City Hall will be <br />provided with a written copy of meeting minutes if requested. Also, if requested, a <br />citizen is given access to the computer in the Council chambers where they may view <br />meeting minutes. <br /> <br />'1 Minn. Stat. ell. 15. I 7 in part: Each public officer may order that those photographs. photostats. <br />microphotographs. microfilms, optical images, or other reproductions. be substitu/ed for the originals of <br />them. The public officer may dtree/ the destruction or sale for salvage or other disposition of the originals <br />from which they were made, in accordance with the disposition requirements of see/ion 138. I 7. <br />Photographs. photostats. microphotographs, microfilms, optical images, or other reproductions are for all <br />purposes deemed the original recording of the papers, books, documents, and records reproduced when so <br />ordered by any public officer and are admissible as evidence in all courts and proceedin[!;< of every kind <br /> <br />City Attorney, Kurt Glaser is verifying the City's interpretation of the statute. If it turns <br />out that we have not interpreted it correctly, we will make the necessary adjustments. <br /> <br />5) 2009 Street and Utility Imnrovement <br /> <br />Audit comment: "We trust that the City of Centerville is mindful of the current <br />state of the economy and is cognizant of the current and future financial health of the city <br />when deciding on whether to move forward with current or to implement future projects." <br /> <br />47 <br />