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What is the oversight process for how the City spends its money?
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Budget: City expenditures are actually approved on numerous occasions. First, the City Council approves expenditures in the budget document, which is reviewed by Council Committees as it is being developed. The Council votes on the City’s budget each year and must certify its budget to the State in March.
- Double signature required: Then, when the City makes expenditure the check is written by the Chief Financial Officer. The CFO reviews invoices to determine appropriateness and writes a check. The check must then be signed by two people, one authorized staff person (either the CFO or the City Administrator) and by one of the designated elected officials (either the Mayor or the Mayor Pro Tem.) The Mayor or Mayor Pro Tem reviews the expenditures while signing checks.
- Claims and Payroll: Once a check is written, copies of the supporting documentation are placed in a file along with a summary called the Claims and Payroll. This summary (Claims and Payroll) includes the amount of the check, the purpose for the expenditure and the amount. The Claims and Payroll is placed on the agenda (and posted on the City’s website and in three, 24-hour locations around the community) for review and approval by the entire Council at its business meeting. Once the expenditure is approved, that information is published in the newspaper and also kept for review by the City’s auditor. At the end of the year, all of the City’s expenditures are compiled into the State Annual Financial Report (SAFR). The SAFR is then published in the newspaper and posted on the website and at the posting locations. The SAFR is placed on the agenda for review and approval by the entire Council and then kept for review by the City’s auditor. Additionally, when the budget for the next year is developed, the expenditures appear alongside the figures for the following year’s budget, for comparative purposes.
- Independent audit: Each year the City engages an independent auditor to review processes, procedures and City accounts. The auditor also provides guidance for City staff members on new laws or procedures or suggestions to improve current processes. The City is audited annually by an independent accounting firm. The City’s auditor is Denman and Company, LLP in West Des Moines. In its audit document, they conclude, “The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards.” Additionally, Dave Ellis from Denman appeared at the July 20th, 2009 Council meeting to present the City Council and the public with the City audit. At that meeting, he noted, “the audit report is a clean opinion” and the best opinion they can give. Click here to review a copy of the most recent audit.
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