Franklin County fire district loses invoices detailing spending

A state audit showed a Franklin County fire department lost invoices detailing how the agency spent a majority of its money last year.

A secretary with Franklin Fire District 1 in Connell reportedly misplaced a bag containing invoices for 400 checks totaling $101,026, according to a state audit report.

The checks were written between January and October 2014.

Without the receipts for the checks, the auditor’s office couldn’t track exactly how the money was spent or if it was misused, the report said.

The report noted district officials didn’t break state laws, but that the district needed to do a better job of maintaining its records.

“Without proper internal controls and procedures over its disbursements, the district cannot ensure its resources are safe from loss or misuse, and purchases are for a legitimate district purpose,” the report said.

The district is funded primarily by property taxes and it brought in nearly $190,000 in fiscal year 2014. The state said the district spent an average of $126,000 in 2013 and 2014.

Fire district Commissioner John Hart told the Herald there is no indication money was stolen or misused, and that the lost invoices were a simple mistake.

“If we inappropriately spent money (auditors) would be all over us,” he said. “The state audit people would not let us go if it were not handled properly.”

Chief Eric Mauseth said district funds were spent appropriately and that officials have already put a new policy in place to ensure invoices don’t go missing again.

The secretary transported the invoices and documents between the district office and her home, the report said. At some point the bag with all the documents got lost.

“We are just going to eliminate the travel of the records,” Mauseth said.

The district provided state officials with documents that helped track how some of the money was spent and no inconsistencies were found, district officials said.

During the audit, state officials examined payroll and payments made.

Prior audits have recommended district officials improve how expenditures are controlled internally and come up with a better way of documenting payments.

The district was committed to fixing the problem and was cooperative with the audit, the report said.

“I think we do an excellent job in our district,” Hart said. “We made a mistake and we are going to correct it.”

The district has about 35 volunteers and serves citizens in central Franklin County and Connell.

This story was originally published November 24, 2015 at 6:06 PM with the headline "Franklin County fire district loses invoices detailing spending."