OPA recommends operational changes for LB

The Office of the Public Auditor is calling for comprehensive changes to the operations of the Legislative Bureau, including its employment, procurement, property control and travel practices.

Originally requested to conduct an audit of the bureau’s expenditures during the 14th Legislature, OPA, with the consent of chief legislators, ended up evaluating the LB’s administrative processes from Oct. 1, 2003 through Dec. 31, 2005.

For the evaluation, OPA interviewed LB and Department of Finance management and staff; reviewed the rules of both the 14th and 15th Senate and House of Representatives; reviewed the DOF’s financial records, reports and budget appropriation information related to the LB; and reviewed policy and administrative manuals of the Hawaii Legislature for comparison to LB policies.

“OPA’s evaluation showed that the efficiency, effectiveness, and accountability of the administrative processes related to personnel management, procurement, property control and travel at the Legislative Bureau and the Legislature can be improved and strengthened,” Public Auditor Michael S. Sablan said in a management letter to Senate President Joseph M. Mendiola and House Speaker Oscar M. Babauta.

According to OPA, the Legislative Bureau can improve personnel management by implementing competitive hiring and a salary schedule or scale system, documenting performance appraisals for all employees, reviewing statutory salary cap provisions, updating its personnel policy, and regularly evaluating staff composition.

OPA also urged the bureau to adopt timekeeping procedures to ensure accountability of time and attendance.

The government auditing agency recommended that the Legislative Bureau consistently apply CNMI procurement regulations, centralize procurement, and review services requested by individual lawmakers to ensure for appropriateness.

In addition, OPA said LB could look at the Hawaii Legislature’s property controls for guidance. In Hawaii’s House of Representatives, the sergeant at arms is responsible for maintaining a complete inventory listing of equipment and furnishings under the custody of each Hawaii legislator. Property in the possession of Hawaii’s House members are not allowed to be transferred out of the Legislature at the end of their terms. Furthermore, equipment and furnishings cannot be transferred or disposed of without the approval of Hawaii’s House speaker.

As for travel, OPA said LB could improve accountability by using a centralized system for processing travel and adopting uniform travel policies for the CNMI Legislature.