WARREN Draft performance audit targets hiring, purchasing

This marks the fourth phase of performance audits started in 2000.
By DENISE DICK
VINDICATOR TRUMBULL STAFF
WARREN -- The city should develop a formal hiring process and improve internal control for purchasing, according to a draft performance audit of five city departments.
The city administration, council members and representatives of state Auditor Jim Petro's office met behind closed doors Monday afternoon to review a draft of the performance audit of the city mayor's office, human resources department, technology utilization, purchasing and law department.
Councilmen Robert Holmes, D-4th, and James "Doc" Pugh, D-6th, both voted against going into executive session for the meeting.
The final audit is expected to be released late this month, according to Mayor Hank Angelo, who wouldn't comment on the audit following the meeting. Changes could be made before the final document is released.
The departments mark the fourth phase of performance audits of city operations that started in 2000.
Auditors compared Warren to Mansfield and Middletown, based on demographics and other data.
Recommendations
Among the recommendations is a suggestion that the city provide a formal training and orientation program to new public officials.
"The city of Warren does not provide training or orientation to newly elected or appointed public officials," the draft document said. "This has somewhat hampered the effectiveness of city council meetings, specifically as a venue to document and address citizen concerns.
"The mayor has worked to increase citizen access to public officials as well as city hall, although more work can be done to involve Warren's citizens in the governing process and to address citizen concerns," the audit says.
The auditors also recommended initiation of a formal strategic planning process for the city and reactivation of the records commission and work toward full compliance with Ohio Revised Code records policies.
"Several deficiencies exist in the city's current record-keeping, including a lack of minutes for all council committee meetings and a lack of a records retention policy" contributing to the city's excessive storage needs.
Commending mayor
The draft audit also commends Angelo for establishing "a commitment to citizen accessibility" and for spending a "significant amount of time performing outreach activities."
Under the human resources department, auditors recommend developing a formal hiring process and conducting exit interviews.
"The HR department maintains an applicant pool for general labor positions but does not have a formal hiring process for all positions," the recommendations say.
The draft audit also recommends that the department implement formal procedures to update job descriptions and conduct performance evaluations. It says the department's staffing level is below the peer and industry standards.
It also commends the department for reducing the number of workers' compensation claims filed through effective use of health and safety training.
For technology utilization, which is performed by the data processing and water pollution control departments, the draft recommends implementation of a comprehensive training and certification program for technical staff and that technical assets be properly safeguarded.
It says the city's data processing, network services and telecommunications operations are fragmented, which has prevented some functions from being performed.
Suggestions on purchasing
For purchasing, auditors recommend improvement to the city's internal purchasing controls.
"Internal controls on purchasing are inconsistent within the city," the report said. "Not all departments obtain appropriate quotes for all purchases, and quotes are not obtained for blanket purchase orders. Emergency purchase orders are used excessively, and the purchasing procedures lack sufficient separation of duties between ordering and receiving goods."
It recommends increasing the use of quotes for purchases, decreasing the use of blanket and emergency purchase orders and creating appropriate separation of duties.
Auditors recommend that the law department reduce a support staff position by increasing the use of technology.
It also recommends the department increase its use of technology and develop a formal mission and strategic plan focusing on customer service and satisfaction and establishment of formal guidelines for legal service.
The fifth phase of performance audits, which is under way, includes the community development, environmental services, water and water pollution control departments.