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Auditor: vending commissions and reporting fixed; third‑party system controls review still outstanding
Summary
City Auditor Michelle Crawford reported the court administration has implemented vending machine vendor management and reporting fixes but that an independent assessment of system controls for the courts’ internally developed receipting system remains outstanding.
Michelle Crawford, City Auditor, told the Finance Committee the court administration has implemented audit recommendations related to vending machine vendor management and deposit of vending proceeds, and that court staff can now provide system report exports for financial oversight. Crawford said one recommendation remains outstanding: a third‑party assessment of system controls for the internally developed receipting system.
Kyle Peterson of the IT department, speaking on behalf of courts, said the courts are migrating from their older receipting terminals to a newer web‑based system and are planning tighter integrations with credit card devices. Peterson said it may be advantageous to delay a third‑party audit until the new system and integrations are in place, to avoid paying for multiple full audits. "I would like to do this later," he said, explaining that auditing the system after integrations would allow the city to validate the controls that will be in use.
Crawford and committee members clarified the scope of the outstanding recommendation: the audit should verify segregation of duties, approval workflows and other back‑end financial controls built into the code of the internally developed system, along with general IT controls. Council members said they valued seeing both the current state and the future state—both to document the fixes already implemented and to confirm controls in the new system—so some members favored auditing both the current system (to show corrective work) and the new system later.
Peterson said staff will gather quotes for auditing options and try to coordinate with procurement/budget to identify a cost‑effective approach; he said the city had been considering integrating with Clover or another credit card vendor, but the final vendor choice remains undecided. No formal committee action was recorded; the committee asked staff to return with options and timing for the third‑party assessment.
