REPORT DIGEST

DEPARTMENT OF CORRECTIONS

PONTIAC CORRECTIONAL CENTER
COMPLIANCE AUDIT

For the 2 Years Ended:
June 30, 2000

Summary of Findings:

Total this audit 1
Total last audit 0
Repeated from last audit 0

Release Date:
April 10, 2001

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State of Illinois
Office of the Auditor General

WILLIAM G. HOLLAND

AUDITOR GENERAL

To obtain a copy of the Report contact:
Office of the Auditor General
Attn: Records Manager
Iles Park Plaza
740 E. Ash Street
Springfield, IL 62703

(217) 782-6046 or TDD (217) 524-4646

This Report Digest is also available on the worldwide web at http://www.state.il.us/auditor

 

 

 

 

 

 

 

 

SYNOPSIS

 

 

 

  • The Center did not have adequate internal controls over its vending machine operations

 

 

 

 

 

 

 

 

{Expenditures and Activity Measures are summarized on the next page.}

 

 

ILLINOIS DEPARTMENT OF CORRECTIONS
PONTIAC CORRECTIONAL CENTER
COMPLIANCE AUDIT
For the Two Years Ended June 30, 2000

EXPENDITURE STATISTICS

FY 2000

FY 1999

FY 1998

Total Expenditures (All Appropriated Funds)

Personal Services

% of Total Expenditures

$49,077,730

$32,133,338

65.48%

$45,523,147

$31,090,428

68.30%

$43,028,643

$29,911,581

69.51%

Average No. of Employees

819

832

826

Average Salary Per Employee

$39,235

$37,368

$36,213

Inmate Compensation (If Applicable)

$188,243

$174,224

$168,470

% of Total Expenditures

.38%

.38%

.39%

Other Payroll Costs (FICA, Retirement)

$7,231,950

$5,263,605

$3,737,886

% of Total Expenditures

14.74%

11.56%

8.69%

Contractual Services

$5,326,514

$5,004,948

$4,973,713

% of Total Expenditures

10.85%

10.99%

11.56%

All Other Items .

$4,197,685

$3,989,942

$4,236,993

% of Total Expenditures

8.55%

8.77%

9.85%

  • Cost of Property and Equipment

$62,582,442

$62,205,539

$61,348,532

SELECTED ACTIVITY MEASURES

FY 2000

FY1999

FY1998

  • Average Number of Inmates

1,583

1,420

1,501

  • Ratio of Correctional Officers to Inmates

1 / 2.5

1 / 2.2

1 / 2.3

  • Average Costs Per Inmate

$30,889

$31,969

$28,587

  • Rated Inmate Capacity

2,000

2,000

2,000

  • Approximate Square Feet Per Inmate

59

67

62

CENTER WARDEN
During Audit Period: Jerry Gilmore (7/1/98 to 6/30/99), James Schomig
Currently: James Schomig
 

 

 

 

 

 

 

Noncompliance with the Procurement Code

 

 

 

Failure to use competitive bids

 

Inadequate control over vending machines

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

LACK OF CONTROLS OVER VENDING MACHINE OPERATIONS

The Center did not comply with the Procurement Code when it purchased goods that were resold to employees. The Center used its Employees’ Benefit Fund to record purchases and sales of goods to employees although Department directives require it to record this activity within an Employee Commissary Fund. Further, the Center did not have adequate controls over its debit card and vending machine operations.

In November 1998, the Center started to record receipts, from vending machine sales to employees, in the Employees’ Benefit Fund. However, Department Administrative Directive 02.44.110A-J requires a correctional center to report sales from vending machines within an income statement for a commissary fund.

When the Center purchased goods for resale to employees, it did not comply with the Illinois Procurement Code. The Procurement Code 30 ILCS 500/20-5 required the Center to use competitive bids because the purchase of goods amounted to $94,992 in Fiscal Year 1999 and $151,615 in Fiscal Year 2000.

The Center’s controls over vending machine operations were inadequate. The Center used a debit card system in which employees first bought a debit card to purchase items from the vending machines. We found the debit card machine did not record the cash put into the machine although it had this capability. As a result, the Center had no data to determine the outstanding debit cards in circulation. In addition, the Center did not record the inventory purchased from vendors and thus it could not accurately account for the vending machine inventory. (Finding 1, pages 9-10)

Center officials accepted our recommendation to implement adequate controls to safeguard State monies, ensure accurate accounting records, and comply with State laws. Center officials accepted the recommendation.

AUDITORS’ OPINION

We conducted a compliance audit of the Center as required by the Illinois State Auditing Act. We also performed certain agreed upon procedures with respect to the accounting records of the Center to assist our audit of the entire Department. Financial statements for the entire Department will be presented in that report.

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WILLIAM G. HOLLAND, Auditor General

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SPECIAL ASSISTANT AUDITORS

Our Special Assistant Auditors for this audit were The Bronner Group.