Austin Parks Department Faces Audit Findings on Fee Collection Issues

Austin Parks Department Faces Audit Findings on Fee Collection Issues

In a recent audit, the Austin Parks and Recreation Department (PARD) has come under scrutiny for failing to consistently charge and collect fees for facility rentals. The report, released on Tuesday by the Office of the City Auditor, highlights problems across six community recreation centers from January to July 2023.

Audit Results Reveal Major Discrepancies

The audit examined 215 rental transactions at six different recreation centers: Austin Recreation Center, Dittmar Recreation Center, Gustavo “Gus” L. Garcia Recreation Center, Montopolis Recreation and Community Center, Northwest Recreation Center, and South Austin Recreation Center. The findings were troubling, with nearly 95 percent of the rentals lacking required deposits, according to the RecTrac system used by PARD for booking management.

The Austin Recreation Center stood out, recording no deposits collected for 161 bookings during the audit period. Furthermore, staff often charged incorrect fees, such as a $200 deposit instead of the correct $400 alcohol deposit, resulting in an estimated undercharge of approximately $3,799 over six months. This inconsistency arose largely due to varying interpretations of rental policies among staff members.

Unpaid Balances and Overdue Fees

The report also pointed out significant issues with overdue rental fees, with a total of $24,867 in unpaid balances. A single repeat customer accounted for nearly $23,600 of this total after booking 105 rentals at the Austin Recreation Center without making the required payments, with some fees dating back to 2022.

PARD’s management was further criticized last month when an employee at the Montopolis Recreation Center was found to have used the facility for a birthday event without making the proper reservations or payments. When the investigation surfaced, the employee made a back-dated reservation in the RecTrac system and made a partial payment of the required $420.

Staff Frustrations and Software Issues

Feedback from PARD staff also indicated frustration with the RecTrac software, with reports of inadequate training since prior to 2020. Employees expressed concerns about navigating the system effectively to manage rentals.

Steps to Improve Management

In response to the audit, PARD management has recognized the findings and is implementing steps to rectify these issues. Updates are being made to the RecTrac software to better manage rental transactions, as well as mandatory training sessions for staff to reinforce policies and procedures.

Interim PARD Director Angela Means stated in a memo that the department is committed to closely monitoring its rental processes to ensure accurate fee collections moving forward. This includes revising rental guidelines so fees are applied consistently and reviewing cash-handling procedures to address concerns about the separation of duties in collecting and depositing payments.

Future Training and Procedures

Means noted that staff members have participated in two training sessions at the end of 2023 and early 2024 focused on proper rental procedures and usage of the RecTrac software. Additionally, all rental information packets will be updated, and program supervisors will be tasked with verifying the accuracy of rental fee codes.

While the results of the audit reveal serious areas of concern, steps are being taken to improve the operations of the Austin Parks and Recreation Department to prevent ongoing discrepancies in facility rental fees and ensure that city policies are being followed.