HomeMy WebLinkAbout1991.05.10_April 8th Correction Memoe ' �� V1 Iftuv
TO: CHAIRMAN AND MEMBERS OF THE OWASSO WATCHDOG
COMMITTEE
FROM: RODNEY J RAY
SUBJECT: CORRECTION OF PROJECT COMPLETION REPORT FORMS
PRESENTED DURING THE APRIL 8TH MEETING OF THE
WATCHDOG COMMITTEE
DATE: MAY 10, 1991
BACKGROUND:
During your regularly scheduled meeting of April S, 1991, the Watchdog Committee received three
separate types of financial reports. Two of those reports (the Quarterly Financial Report & the
Quarterly Report to the Citizens) were submitted by Ms. Lambert, and one report (the Request for
Completion Approval) was submitted by me. As members of the Committee observed, the figures
on the completion request forms did not match the amounts listed on the reports submitted by
Ms. Lambert. As a result, the membership voted to delay approval of the "Quarterly Report" until
such time as the properly coordinated information was detailed in all of the various reports.
I apologize for this error. The mistake was a result of my haste in preparing the completion reports.
The figures I used were not gathered from the proper sources. Unfortunately, I went to my personal
files for the amounts that were listed on those completion reports. While these files accurately trace
projects with regard to the actions needed to accomplish the goals, they do not accurately reflect the
fiscal picture of each project. For example, my files do not show allocations for engineering costs,
engineering materials, or the cost of other professional services. My files also do not indicate all
of the appropriations or change orders as do Ms. Lambert's. As a result of my use of unofficial
amounts, the figures on the "Completion Reports" you received did not accurately indicate the
financial picture of the two projects.
This is the first time we have had this problem and, I assure you, it will not occur in the future. The
staff values the credibility we have with this Committee and we will jealously guard our reputation
with you. Your role as representatives of the citizens is one that you take very seriously and it is
our pledge to report to you in an honest and open manner. When we make mistakes like this one,
we will do everything we can to immediately correct the error.
Please note the corrected copy of the Completion Reports are attached along with the corrected copy
of the "Quarterly Report to The Citizens ". These reports now accurately reflect the financial picture
of the two projects and of the entire capital improvements program to date (as of March 31st).
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WATCHDOG COMMITTEE
MAY 10, 1991
PAGE TWO
Please note one additional change in the quarterly report. We have submitted a report that lists only
one drainage project. Ms. Lambert has suggested that the citizens approved $500,000 for "original
town drainage" and that one of the problems we have had in reporting is the splitting of that project.
We will continue to bring the individual projects to you for your review and will, in fact, continue
to request completion reports on each of the individual projects. We will not, however, request a
completion approval of the item listed as "drainage project" until such time as the entire project is
completed and the entire appropriation is expended. At that point, the Committee will be asked to
review all of the individual projects as a whole and determine if the funds were spent as promised.
Thank you for your patience and for pointing out the discrepancy in the submitted reports. It is good
to know that the system of checks and balances is working. If you have questions please call
Ms. Lambert or me.