The Auditor’s Discussion and Analysis for December 31 2023 by Mauldin and Jenkins listed several recommendations for the City of Americus. These included reconciling all accounts payable balances in a timely manner, strengthening internal controls to ensure accounts receivable and related balances are properly recorded, strengthening internal controls over interfund balances and transfers to ensure they are properly recorded, strengthening internal controls to ensure proper monitoring and reconciliation of cash, and reviewing all capital asset activity and verifying that all assets are being properly recorded.

City manager Diadra Powell shared efforts by the City to meet these suggestions. “The City is taking this matter very seriously and is fully committed to upholding the highest standards of transparency, accountability, and financial management. Immediate actions have already been initiated to address the recommendations provided by Mauldin and Jenkins and to reinforce the integrity of our financial operations across several key areas.”

Powell broke down the steps the City had taken in response to each of the five issues, starting with measures to improve accounting and reporting of expenses and accounts payable. “A comprehensive review of our current processes is underway to ensure that all accounts payable are accurately recorded and reconciled without delay. Enhanced oversight mechanisms are being put in place to improve the efficiency of invoice processing and payment approval workflows.”

Powell shared measures to improve accounts receivable and related balances; “we are strengthening internal controls to ensure thorough monitoring and accurate recording of accounts receivable. Our updated reporting and auditing procedures are designed to promptly identify and resolve discrepancies to maintain accurate financial records.”

She shared measures for improvement of interfund balances and transfers; “we are actively improving our internal control framework related to interfund transactions. This involves enhancing documentation practices, streamlining reconciliation procedures, and adopting a more detailed approach to tracking transfers between funds to ensure precision and clarity in our records.

Powell shared measures to improve cash reconciliations; “we are reinforcing our cash reconciliation practices to ensure they are both comprehensive and consistently applied. Strengthened controls are being put in place to maintain the accuracy of records and reduce delays in reconciling bank statements.”

She shared measures to meet the recommendations for capital assets. “A thorough review of all capital asset activities is being prioritized to confirm that assets are properly recorded and accounted for. Our revised asset management policies include robust verification processes and scheduled audits to uphold the accuracy and integrity of asset records.”

She stated that they also have hired a new accounting manager. “To further enhance our financial operations, we have recently hired a new Accounting Manager who is a Certified Public Accountant with extensive expertise in financial management. Additionally, we have made an offer to a highly qualified Finance Director with years of experience in accounting and finance. These new leadership appointments will contribute significantly to the ongoing improvements and help ensure that our financial practices are both efficient and compliant with best standards.”

Powell stated her commitment to overseeing the City’s finances. “As City Manager and acting Finance Director, I am personally and actively involved in overseeing these initiatives to ensure the recommendations are addressed effectively and timely. It is important to note that while we are making these changes, our focus is not to cast any negative light on previous employees or their efforts. We recognize the dedication and hard work that has been part of the City’s financial management to date, and these new measures are intended to build on that foundation to achieve continued progress and stability.”

Powell also shared additional measures the City is taking. “Furthermore, we are collaborating with the City Attorney to facilitate a forensic audit. A forensic audit is a specialized and detailed examination focused on identifying discrepancies and assessing the adequacy of financial controls. This audit will provide critical insights to enhance our oversight, ensure compliance, and bolster our ability to prevent future issues. The results will enable the Finance Department to make targeted improvements and further strengthen compliance measures.”