HomeMy WebLinkAboutFND-016-16Finance Department
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: November 7, 2016
Report Number: FND-016-16 Resolution:
File Number: By-law Number:
Report Subject: Bowmanville Museum Process Review
Recommendations:
1.That Report FND-016-16 be received for information.
Municipality of Clarington
Report FND-016-16 Page 2
Report Overview
Council requested that staff review the financial records of the museum with the view to
provide comments on processes and internal controls at the museum pertaining to
expenses. This report provides comments and recommendations to address these issues.
1. Background
As per Council resolution C-222-16 from the Council meeting September 19, 2016, the
financial records were provided to Municipal Finance staff on September 29, 2016. The review
of the financial records is to provide an opinion on the financial reporting and internal controls.
Throughout this review, if any deficiencies or weakness are determined, they will be reported
and recommendations will be made to improve their processes. It is understood that the scope
of this report is limited to financial records and internal controls and does not cover the process
or decisions relating to museum activities.
The main focus of the review was the analytical assessment of expenses. The expenses were
reviewed with respect to adequate internal controls, appropriate authorization, supporting
documentation and the adherence to the Museum’s policies.
2. Mileage Process Review
Several employees have submitted expenses for mileage for staff travel and other expenses
incurred for Museum business. The bulk of the amount and number of expense claims pertain
to the Executive Director. The Museum did start using a new Mileage Reimbursement form in
2016. The form is clear and easy to use.
As per the Museum policy, staff travel is compensated at the government rate of $0.54 per
kilometre in 2016. This is noted in several places in the Museum policies. On July 5, 2016,
the Museum board approved an updated Expense & Travel Policy which reiterated the
compensation for staff travel at $0.54 per kilometre. In all expense forms the correct mileage
rate was used.
However, there were the following issues noted with some of the mileage claims:
Details were not always noted on expense forms including days of travel rather than just
the month;
Inconsistency on kilometres for routine trips such as those to Clarke museum site;
Duplication of some mileage claims;
Lumped total mileage with the description “local kms” and no other explanation;
Approved By section not signed by authorized signature;
No appropriate approval noted anywhere on some of the Mileage Reimbursement form;
and
Mileage expense not consistently posted to the Staff Travel general ledger account.
Municipality of Clarington
Report FND-016-16 Page 3
Staff expenses are submitted on a similar Expense Reimbursement form. As per accepted
internal controls, it is noted that original receipts are to be attached to the form. The form has
a clear Approved By section at the bottom of the report.
The following issues were noted on the staff expense forms:
Original receipts often not included with the expense claim
Photocopied receipts attached rather than originals
Notes, Petty Cash chits and hand-written notes used for expense receipts
No supporting document for the expense claimed – such as receipt or agreement with
Board
Approved By section not signed by authorized signature
No appropriate approval noted anywhere on some of the Expense Reimbursement form
Recommendations:
1. Review and train staff and Board on the Museum policies.
2. Enforce the process of approving the Executive Director’s mileage and expenses.
3. Mileage and Expense Reimbursement forms to be submitted with all areas completed.
4. Ensure all supporting documents and original receipts attached.
5. Ensure details including date and purpose of trip or expense is included.
6. When approving such claims the authorized signer must sign in the appropriate spot
with the date signed once confirming the form and documentation is complete.
7. Cheques must not be issued unless the mileage and expense claims are complete (as
in items 3-6) and authorized.
8. Staff travel expenses should be posted to Staff Travel general ledger account
consistently.
3 Corporate VISA Process Review
The Museum also has a corporate VISA card as a means of paying for Museum expenses. It
is clear that this is advantageous for items such as Facebook advertising and other online
purchases. There does not appear to be a policy specifically to the use of this VISA card.
There has been some discussion in the minutes regarding restrictions on cash advances and
appropriate review of VISA expenses. The charges of the VISA should be used for Museum
business only and would have the same requirements of employee expenses. This would
include the requirement for original receipts which include the vendor’s HST number, details of
the expense and the reason for the charge. There were several issues noted on the VISA
account.
Late payment of VISA account, use of cash advances and over limit fees resulted in
avoidable service charges.
Municipality of Clarington
Report FND-016-16 Page 4
Purchase of gas on the VISA does not comply with the Museum policies with the
exception of gas for rental vehicles.
Lack of original and complete receipts.
Some items expensed appear to have no application to the Museum business.
Cash advances with no documentation to show pre-approval as noted in Executive
Committee Meeting minutes of February 1, 2016.
No clear Approved By section on the VISA reconciliation, form not signed by authorized
signature.
No appropriate approval noted anywhere on VISA statements or VISA expense form.
Recommendations:
1. It is strongly recommended that the Museum board develop a policy on the use of the
VISA card.
2. Designated Board member(s) should approve all VISA expenses.
3. Improve the processing of the VISA account to eliminate unnecessary charges.
4. It is strongly recommended that cash advances not be allowed and noted in the policy
developed by the Board. Accordingly, the Cash Advances in the Expense and Travel
policy should be matched to the policy on the use of the VISA.
5. Codify the direction of the Board in the minutes.
6. Ensure consistency with the policy for Expense and Travel with respect to Personal
Vehicle Use for Business, Accommodation and Business Meals.
4 Cash Handling Process Review
On the general ledger there are three cash floats, one for each museum site and a cash float
issued for the Canada Day event. Only the cash float at the Sarah Jane Williams site could be
confirmed. There is no record of the additional cash float for the Canada Day event being
deposited back after the event. There is also a petty cash recorded in the general ledger.
There has been no cheque issued for petty cash replenishment and no record of a deposit
made referencing the return of the petty cash funds. Cash handling procedures are poor.
Recommendations
1. Cash floats be verified on a regular basis. This should be part of the daily balancing (or
as required) of the cash register or cash box.
2. Cash floats that are no longer required should be deposited to the bank with the
appropriate notation.
3. Periodic checks on the cash float should be made by a supervisor who does not
regularly use the cash register or cash box.
Municipality of Clarington
Report FND-016-16 Page 5
4. During non-business hours and business periods, where access to cash is not required,
all funds (cash floats, cash receipts and petty cash) are required to be stored in secured
location such as a locked safe or other locked cabinet/drawer.
5. Under no circumstances should cash disbursements or advances be taken from cash
receipts.
6. Funds are to be deposited to the bank on a timely basis. The museum should be using
the agreed upon shared services of the armoured car deliveries to the bank.
7. Any funds taken from petty cash must have the appropriate receipt from the purchase.
8. Petty cash should be reconciled on a regular basis, at the minimum of once a month.
5 Contract and Lease Review
The museum has entered a lease with Catalyst Finance Partners Inc. There is a monthly
payment deducted from the bank. As per the lease agreement, it is a 36 month lease for
NS700 Panasonic phone system including 6 phones and accessories. There is no record in
the minutes noting this three year commitment nor any background on the business decision.
The museum also engaged the services of a consultant at a regular monthly fee. In total this
contract is a significant amount for the museums budget. It is noted in the February 2016
minutes that this was a three month contract. There is no further reference to this consultant in
the Museum minutes. There should be clear communication to the Board on significant
financial decisions and Board approval of contracts of any significant duration and/or value.
6 Legacy Funds Policy Review
As part of the Museum by-law, there is to be regular reporting on the legacy or trust funds. It is
not clear from the minutes, if a written report on these funds had been submitted. Similarly, it
is unclear if the Board is receiving regular financial statements at the Board meetings or simply
sporadic verbal reports.
This is an excerpt from the By-law:
12. Legacy Funds
All legacy funds received by the Museum Board are to be invested in accordance with
the Regulations made under section 418 of the Municipal Act as referenced above.
Funds will be used by the Board, based on the specific requirements of the will or based
on the Board’s approval of projects identified for the use of such funds, as applicable
and reflected in the Board’s minutes. Under the Municipal Act, as the Municipal
Treasurer is responsible to ensure compliance with Section 418, annually the Board
shall provide all details of investments made to the Municipal Treasurer. Also, the
Museum Executive Director shall provide a statement of legacy funds and related
Municipality of Clarington
Report FND-016-16 Page 6
investments to the Board at each regular Board meeting. Approval of the statement
shall be reflected in the minutes of the Board.
This section of the By-law should be adhered to and clear resolutions approving the
report by the Board referencing effective date and final amounts to be reflected in the
minutes.
7 Budget Review
The Museum budget included with the financial records for this review was high level in that
the budget figures applied to a grouping of accounts in aggregate. In order to maintain and
review revenues and expenses, it is recommended that the budget be prepared on a line by
line basis. This will assist with identifying variances to specific accounts in a budget year. Any
variances, over or under, can then be examined to determine the cause. In some cases, it
may be an unexpected expense but with the detailed budget it can be more easily identified
and an explanation noted. As well, the detailed budget would assist with the understanding of
the revenues and expenditure year to year. It is noted, that the new account structure was put
in place in 2016.
8 Other Comments
Finance staff previously noted irregular financial practices from 2015 and notified the Board
Treasurer in January 2016. The current bookkeeper also indicated questions pertaining to the
staff travel expenses and the appropriateness of the gas purchases that were directed to the
Board Treasurer.
9 Concurrence
Not applicable.
10 Conclusion
It is respectively recommended that the recommendations in the body this report be reviewed
by the Museum Board and that all the Board and Museum staff ensure that all established
policies and practices are followed consistently.
11. Strategic Plan Application
Not applicable.
Municipality of Clarington
Report FND-016-16 Page 7
Submitted by: Reviewed by:
Catherine Carr, Hon.BSc.,Hon.BBA Curry Clifford, MPA, CMO
Manager of Internal Audit Interim CAO
Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ex 2606 or
ccarr@clarington.net
Interested Parties:
Clarington Museum and Archives Board