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VIEWS OF RESPONSIBLE OFFICIALS AND PLANNED CORRECTIVE ACTIONS Finding 2019-012 TOWN OF MINDEN – WATER METER READS Management’s Response: This item has been addressed by the Town of Minden. Please see their planned response below: To address the significant deficiency regarding the review and approval of all meter read transfers from Sensus to Caselle, the Town has adopted the following procedures: 1. The transfer of data from Sensus to Caselle is initiated by the Office Specialist. 2. After the transfer from Sensus to Caselle is complete, the Meter Consumption Report is generated. 3. The Meter Consumption Report is reviewed by the Administrative Services Manager or the Town Accountant for accuracy. If there are meter reads that appear to be unreasonable, the Administrative Services Manager will investigate further and make customer contact if needed. 4. After all unexpected variances are resolved, the Administrative Services Manager or Town Accountant signs off on the report – documenting approval and review. 5. After the Meter Consumption Report is reviewed and approved, the Secretary runs the Billing Register from Caselle and reviews for accuracy. If any customer bills appear to be unreasonable the Secretary will review the customers meter history in Caselle and consult the Administrative Services Manager or Town Accountant to resolve any issues. 6. The Billing Register is then reviewed one final time by either the Administrative Services Manager or Town Accountant who will sign off on the report – documenting approval and review. ---PAGE BREAK--- VIEWS OF RESPONSIBLE OFFICIALS AND PLANNED CORRECTIVE ACTIONS Finding 2019-013 TOWN OF MINDEN – RATE CHANGES Management’s Response: This item has been addressed by the Town of Minden. Please see their planned response below: Although any rate change must be approved by board resolution, the Town acknowledges that it is possible to make a rate change in Caselle at any time as well as for a CVIC customer to be billed outside of the current rental rate schedule. The Town believes that having implemented the procedures below will mitigate the risk of rate changes going undetected. To address the significant deficiency regarding the review and approval of changes made to services fee rates (water, trash bin and CVIC Center rental rate), the Town has adopted the following procedures: Water and Trash Rates: 1. The permissions in Caselle are set so that only the Administrative Services Manager and Town Accountant have the ability to change rates. 2. As part of the month end procedures for Caselle, the Secretary runs a Rate Report out of Caselle and compares the current rates to the prior month’s rates to ensure that no changes have been made. 3. The Secretary then signs off on this report – documenting approval and review. CVIC Center Rental Rate: 1. The Secretary will initiate the invoice for any CVIC Center rentals. 2. Before the Secretary sends the invoice to the customer, another member of the office (Office Specialist, Administrative Services Manager, Town Accountant) will sign off on the invoice after comparing the invoiced service to the current rental rate schedule. 3. This office member will then sign off on the invoice – documenting approval and review.