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| Sparta receives ‘poor’ rating on court audit |
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Posted: Wednesday, December 7, 2011 12:00 am | Nine months after the Sparta Board of Aldermen unanimously requested the state perform a complete audit of the Municipal Court, the auditor released the report Dec. 2. The results indicate the detailed review was necessary. According to a news release, State Auditor Tom Schweich gave the Sparta Municipal Court a poor rating.
“I believe it,” Mayor Joya Cave said about the results. “I also believe that it has improved significantly. There was no real documentation for the court dockets and how the tickets were handled. Now there is a clear recording of all the tickets and it’s organized more.”
The audit looked at the past three years, ending June 30, 2011, of court financial records and documentation. The 10-page document highlighted five areas needing improvement: Receipting and depositing; liabilities and disbursements; segregation of duties; records and reporting procedures; and traffic ticket accountability.
“The audit identified significant weaknesses with receipting and depositing procedures, making it difficult to ensure all monies are accounted for properly,” the release said. “Monthly lists of liabilities are not accurate, and the municipal division bank account does not have adequate funds to pay everything owed because the municipal division overpaid the police fund by almost $2,000.”
The audit said the municipal division did not prepare and file a monthly list of all cases heard, as required by state law, and did not maintain a comprehensive list of all moneys owed by defendants. It also said court documents needed better security.
The audit also noted that traffic tickets were not being properly tracked.
Within the audit, Sparta Municipal Judge Jared Clinton addressed all recommendations individually and said he will work with the city to comply.
“We’ve done our best to implement the procedures indicated as far as our resources and personnel will allow,” Clinton told the Headliner News Dec. 2. “We’ve had three clerks since February so due to the turnover in personnel there’s been issues with getting procedures lined out, but that has since been taken care of. Our clerks have been trained in the proper procedure and going forward I hope that all issues are addressed.”
Cave said since she took office in April, she has worked to improve accountability.
“My whole goal for the administration part of the office is to have accountability for everything,” she said. “I absolutely want to bring us up to compliance. The city cannot grow and prosper if we cannot have the services we provide right now at a quality level. We will definitely look into anything that needs changed and will do whatever we need to do to meet those requirements—that’s our goal.”
The push for the Sparta Municipal Court state audit began with the March release of a Missouri State Highway Patrol investigation. The report found no wrong doing and attributed any discrepancies to “distrust in City Hall” and “less-than-perfect record keeping.” However, then-mayor Mike Younker and several aldermen wanted to fix the record keeping and start the new court clerk—the long-time court clerk resigned—off with a “clean slate.”
Clinton, who has been judge for less than a year, said it appears as though the state audit mirrors the Highway Patrol investigation.
“To my knowledge, the state auditor’s findings followed up on what the Highway Patrol report indicated: That there was no money missing or anything that could be related to any criminal wrongdoing on behalf of any current or prior personnel,” he said.
Since March, Sparta has had a great deal of turnover. The city has a seen three new city clerks and replaced the assistant city clerk, police chief, city attorney, mayor and three aldermen.
Younker, who now serves on the Sparta Park Board, said now that it appears turnover has slowed, he hopes the city can get back to business and “move forward.”
“I’m not surprised by the (poor) findings,” he said. “I’m glad that an outside source came in and helped get the city of Sparta where it needed to be on the court. Hopefully the city can take what they’ve recommended and move forward from here.”
Clinton and Cave each said the city plans to take heed of the recommendations.
“I would like to thank the state auditor’s office for their time in conducting this audit and appreciate the recommendations given to help this court operate more fiscally responsible,” Clinton said. “The recommendations will not be taken lightly and we hope that there are no further issues moving forward.”
The audit did not come at the expense of taxpayers. The state is supposed to regularly audit municipal courts; however, the state is behind and Sparta had never received the state audit.
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