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Trustees press KPPA staff for full office-space audit; management says scope unchanged
Summary
Internal-audit staff said a memo on office-space utilization omitted items the committee requested. Management said no formal scope change occurred; trustees directed staff to complete the original scope, have internal audit verify the work, and return recommendations to the committee.
Kristen of internal audit told the audit committee she had been provided a memo on office-space utilization that did not include the items the committee originally requested — utility-cost comparisons, a 100%-in-office cost scenario, impacts of a proposed Louisville office on Frankfort space, and feasibility of shutting down unused Frankfort space.
"The memo that I was provided had a big discussion on the ownership of the buildings . . . It didn't show the utility cost, it didn't show could we shut down part of the building, [or] what are we paying now versus what we'd pay if everyone came back in," Kristen said, asking whether trustees were satisfied with the revised material or wanted the original scope completed.
Management (Ryan) responded that no board vote or formal change to the audit scope had been authorized and that a transition between staff (and Rebecca’s retirement) likely caused miscommunication. Ryan said he would locate the original scope and ensure any missing items are included; he confirmed staff is conducting the review and internal audit will independently verify the results.
Trustees asked that communications with management be clearer and requested the finished materials be provided to Kristen for review before the committee acts. One trustee said the committee expected the complete audit and that, until work is done and provided to internal audit, there is nothing for trustees to act on.
Next steps: staff will complete the office-space analysis according to the original scope or, if trustees choose a revised scope, will document that change. Internal audit will independently review and verify the final report before the committee considers any action.
