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Committee flags missing receipts, questions Golden Fest spending
Summary
Committee members said Golden Fest paperwork contains sparse receipts and sticky notes; members warned poor recordkeeping could create audit and legal exposure and urged standardized invoices for future events.
Committee members raised concerns about incomplete receipts for Golden Fest expenses and said some event costs appeared on loose notes rather than vendor invoices.
A committee member criticized the current practice: "If you're writing receipts for payment of something or or anything like that... putting it on sticky notes is not a good idea," the member said, urging use of a proper invoice book and clearer vendor documentation. The committee reviewed a small set of receipts, including payments for inflatables and porta-potties, but several expenses were not clearly linked to supporting documentation.
Members agreed the lack of receipts complicates budgeting and increases audit and litigation risk. The transcript records an explicit warning that prior recordkeeping problems have contributed to pending litigation; the committee asked staff to reorganize folders, reconcile bank statements, and ensure invoices are filed in the correct fiscal-year folders.
The committee directed staff to collect missing invoices before the next meeting and to encumber known expenditures so the recommended budget will better reflect actual obligations.
