Professional Documents
Culture Documents
Kitsap County
Report Date December 27, 2011
Report on Accountability
We appreciate the opportunity to work in cooperation with your County to promote accountability, integrity and openness in government. The State Auditors Office takes seriously our role to advocate for government accountability and transparency and to promote positive change. Please find attached our report on Kitsap Countys accountability and compliance with state laws and regulations and its own policies and procedures. Thank you for working with us to ensure the efficient and effective use of public resources. Sincerely,
Insurance Building, P.O. Box 40021 Olympia, Washington 98504-0021 (360) 902-0370 TDD Relay (800) 833-6388 FAX (360) 753-0646 http://www.sao.wa.gov
Table of Contents
Kitsap County December 27, 2011
Audit Summary .......................................................................................................................... 1 Related Reports ......................................................................................................................... 2 Description of the County ........................................................................................................... 3 Schedule of Audit Findings and Responses ............................................................................... 5
Audit Summary
Kitsap County December 27, 2011 ABOUT THE AUDIT
This report contains the results of our independent accountability audit of Kitsap County from January 1, 2010 through December 31, 2010. We evaluated internal controls and performed audit procedures on the activities of the County. We also determined whether the County complied with state laws and regulations and its own policies and procedures. In keeping with general auditing practices, we do not examine every transaction, activity or area. Instead, the areas examined were those representing the highest risk of noncompliance, misappropriation or misuse. The following areas were examined during this audit period: Personal property tax Building permit receipting Rental property management Auditors Office cash receipting Parks contracts/agreements/fair operations/cash receipting Insurance/risk management Real Estate Excise Tax disbursements Open public meetings/records laws Hotel/motel tax expenditures Disbursements Payroll Conflict of interest/ethics laws Police/Sheriff/Jail financial operations/custody of evidence Restricted funds Procurement (bidding/prevailing wage) Solid waste billing/cash receipting
RESULTS
In most areas, the County complied with state laws and regulations and its own policies and procedures. However, we identified conditions significant enough to report as findings: The County lacks sufficient controls to ensure it sets appropriate rental rates, collects late payments and properly selects tenants for its rental properties. The Department of Community Development lacks adequate internal controls to ensure proper calculation and collection of impact fees.
We also noted certain matters that we communicated to County management. We appreciate the Countys commitment to resolving those matters.
Related Reports
Kitsap County December 27, 2011 FINANCIAL
Our opinion on the Countys financial statements and compliance with federal grant program requirements is provided in a separate report, which includes the Countys financial statements.
ELECTED OFFICIALS
These officials served during the audit period: Board of Commissioners: Charlotte Garrido Josh Brown Robert Gelder Walter Washington Jim Avery Meredith Greene David Peterson Greg Sandstrom Russ Hauge Marilyn Paja James Riehl Daniel Phillips Jeanette Dalton Leila Mills Anna Laurie Theordore Spearman Jay Roof Russell Hartman M. Karlynn Haberly Sally Olsen
Washington State Auditors Office 3
County Auditor County Assessor County Treasurer County Clerk County Coroner Prosecuting Attorney District Court Judges:
APPOINTED OFFICIALS
Director, Community Development Director, Public Works Budget and Finance Officer Director, Park and Recreation Director, Information Services Director, Human Services Director, Juvenile Services Larry Keeton Randy Casteel Amber DAmato James Dunwiddie Bud Harris Burt Furuta Ned Delmore
Phone: Website:
AUDIT HISTORY
We audit the County annually. We reported no audit findings from 2000 through 2003, 2006, 2007 and 2008. The 2004 report included one finding regarding internal control weaknesses over citations at the Sheriffs Office and the 2005 audit reported a lack of adequate internal controls over cash receipts at the Facilities, Parks and Recreation Department. The County has taken steps to correct conditions noted in these findings. We believe this reflects the Countys desire and commitment to maintain an effective financial system.
Cause of Condition
The County has not assigned a specific individual or department to oversee rental properties. It does not have forms or policies the departments can use to manage the properties in a consistent manner.
Effect of Condition
By not enforcing rental agreements, the County has not receipted $18,350 in overdue rent, deposits and late fees. By not periodically evaluating rental rates, the County could be over- or under-charging tenants. Without a formal tenant selection process, the County may be selecting tenants that are unable to pay rent which could result in additional costs to the County. In addition, tenants may be unfairly or inconsistently selected.
Recommendation
We recommend the County: Assign a specific individual or department to oversee rental properties. Establish and follow County policies and procedures for collecting late payments, assessing rental rates and tenant selection. Ensure rental payments are receipted daily when remitted to the County.
Countys Response
In response to the audit finding, the County will take the following steps: The County will appoint an individual to serve as or acquire the services of a Property Manager to oversee rental properties. The Property Manager will lead the County in determining if it makes sense to keep each rental property. Rentals may be retained,sold or demolished. If rental properties remain, the County will establish and follow County-wide policies and procedures for collecting late payments, assessing rental rates and tenant collection. The County will ensure payments are receipted daily when remitted to the county.
Auditors Remarks
We thank the County for its cooperation and assistance during the audit and acknowledge its commitment to improvements. We will review the status of this issue during our next audit.
Recommendation
We recommend the County: Consult with legal counsel to determine how to handle the amounts over and under collected. Ensure a supervisor approves future overrides and retain documentation to support the override amount. Provide Department staff training on how to properly use the impact fee software system in order to minimize errors due to manual calculations.
County Response
In response to the audit finding of our internal controls related to impact fees, the County agrees with the finding and have made the following improvements: The Department of Community Development took immediate action to correct the error upon discovery and has trained affected staff on accurate calculation of annual impact fee adjustments as specified in Kitsap County Code. The Department of Community Development conducted an assessment of prior year impact fee calculations to determine the magnitude of the issue. The Department of Community Development is preparing a briefing for the Board of County Commissioners and will be meeting with legal counsel for input on resolution.
Auditors Response
We appreciate the Countys commitment to resolving this issue. We will review this area again during our next scheduled audit.