1992-02-12 HRA Packet AddendumADDENDUM TO OFFICIAL MINUTES OF MOUND HOUSING AUTHORITY
FEBRUARY 12, 1992
In response to the Inspector Generals Audit findings report dated
January 10, 1992 the follow procedures are officially adopted by
this Housing Authority as of February 12, 1992:
Item A.
1. Two signatures are required on each check, both of the those
signatures are currently board members.
2. Checks are not pre -signed by anyone.
3. After the each official HRA board meeting has adjourned, two
board members will sign checks reviewing all documentation for each
check listed on the bill list that has been presented and approved
at that meeting. After the checks are signed they are put in the
appropriate addressed and stamped envelope by a board member who
upon leaving will put them in the mailbox outside the building.
In addition to review of current checks at each board meeting, two
board members will review the original checking account statement
and all canceled checks looking on both sides of each check for
proper indorsement and verifying there have not been any
alterations to these canceled checks.
Included in every HRA agenda will be a copy of the most current
checking account statement.
Quarterly the director will present documentation of the Housing
authorities invested securities per the Investment policy.
4. A list of the bills are presented at the board meeting for
approval. Director shall submit all the documentation required by
the current personnel policy under the heading of "Specific Monthly
Reporting Duties of the Executive Director", herein attached.
5. The approved list of bills are included with the minutes in the
official minutes book.
6. Compliance with the Authority's policy requiring competitive
negotiation and/or formal advertising for the purchase of services
will be followed and document in the appropriate file for review at
any time by the board members.
7. The board will receive a regular report by the Executive
Director of the Housing Authority's budget status. Include in this
report a copy of the latest budget report from the accountants will
be presented for discussion.
Item B. A physical inventory of equipment and supplies will be
performed and documented annually. This physical inventory should
be reconciled to the Authority's accounting records.
At the HRA Board meeting on February 12, 1992, the Minneapolis -St.
Paul office of HUD reviewed with all the board members their
responsibility as board members.
Respectfully submitted,
Karol Charon, Interim Executive Dir.
Eldo Schmidt, Chairperson
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