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May 10, 2016 <br />2. No instrument to measure the tonnage of mulching that was done by RDS. <br />a. The contract allowed RDS to dump in our landfill 1 truck for every 2 tons of <br />mulch. If we were not measuring the tonnage of mulch then how did we determine <br />number of trucks allowed to dump by RDS. <br /> <br />3. No controls for the number of RDS trucks dumping at the landfill. <br /> a. Based on the contract there was a 10 truck limit. RDS exceeded the limit on <br />several occasions. According to the log, one day 64 trucks dumped at the landfill. <br /> <br />4. No physical inventory was kept. <br /> a. Reported to Council the City purchased 3 trucks; in fact 5 were purchased. <br /> <br />5. Why are we willing to pay $26,400,000 not including interest cost (400k x 66 useful <br />years for landfill) to save $10,000,000 (the landfill closure cost). The City pays RDS <br />approximately $400k per year for bulk trash disposal when we have a landfill. How <br />much are we willing to pay to save the landfill? This 400k could be used for more <br />useful City purposes (paying down debt, infrastructure, salaries, youth programs, <br />senior bonuses, etc.). <br /> <br />6. Who is monitoring contract performance? <br /> a. Initial RDS contract was for 1 year (8/18/13-8/17/14) with options to renew for 1 <br />year. There is no record of the contract being renewed yet RDS continued to work. <br />Ironically, when the issue of the RDS contact was raised for auditing, the former City <br />Manager entered into a 2 year agreement with RDS; even though the City had 1 <br />year options. <br /> <br />7. Why did the Purchasing Manager not publish the RFP for recycling and bulk trash <br />removal in the newspaper, but rather, sent notices to 3 vendors and posted RFP on <br />the City website. This violates the procurement process and fosters an atmosphere <br />of inequity and unfairness. <br /> <br />This audit presents serious questions and exposes some major internal control issues <br />within General Services and particularly the recycling and bulk trash removal program. <br /> <br />Audits were performed on: <br /> <br />General Services <br /> <br />-City Impound <br /> <br />-Craney Island Landfill <br /> <br />-Recycling Program <br /> <br />Courthouse Project <br /> <br />-Invoices payable controls <br /> <br />Special Projects <br /> <br />-Behavioral Health Services <br /> Accounts Receivable <br />o <br /> <br />-nTelos <br /> Naming Rights <br />o <br /> <br />-City Assessor <br /> <br />Recommendations were made to management and recommendations were <br />implemented by management to improve internal controls in the City of Portsmouth.” <br /> <br /> Vice Mayor Psimas thanked Retired Captain Turner, Good New Baptist Church, for <br /> <br />inviting City Council to the special event honoring public safety. <br /> <br /> Mr. Moody recognized the passing of former Delegate Johnny Joannou. <br /> <br /> <br /> Mayor Wright informed citizens and City Council of the Portsmouth Schools <br /> <br />Foundation Annual Meeting. <br /> <br /> <br /> <br /> <br /> <br /> <br />