“The audit report that you are getting right now confirms what we suspected from the very beginning – that your former treasurer was very diligent about keeping up with the records for the organization,” LaGrone said.
For 100 percent of the transactions there is documentation or explanations for each income or expense item, LaGrone said of the more than a year period they looked at.
“When we began asking for records in October, we were told everything was boxed up and was in storage,” LaGrone said. “And I am sure that’s true because when Amy collected the box it was covered in dust. The box was full of the documentation that we needed and that we asked for a couple of months but we finally did get them. They were unorganized but they were what she had. And I’m sure that she was probably embarrassed to give them to us in that state but it was time for her to turn them over and she did.”
It took about 40 hours to organize the records, according to LaGrone, who said Kirwin also provided the QuickBooks files for the nonprofit organization.
“We honestly did not see anything to indicate there was any mismanagement of funds,” LaGrone said.
One important thing they noted was that on deposit slips, where the money was coming from and going to was detailed, a great practice, according to LaGrone.
Three checks had not cleared from one account, seven from another account, immaterial exceptions that did not affect the audit, according to LaGrone, who said she suspects they are voided checks. She suggested the BBPC should consider a “stop payment” request for the 10 checks.
Some recommendations for improving handling of records included limiting use of the club’s debit card and requiring prior approval with two signatures, assigning two people to count and record the amount of cash when cash is collected, making deposits by the end of the next business day, keeping more documentation and having an annual audit of records.