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DATA, March 170 lose
City Manager
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Xavier L. Suarez
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Mayor /
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Please schedule for Commission consideration
the status of the Watson island Helicopter Lease.
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AVOIT OF DADE HELICOPTER JET SERVICES, INC.
FOR THE PERIOD OCTOBER 1. 1985 THROUGH OCTOBER 13, 1986
0.
6.
PREPARED BY:
DEPARTMENT OF INTERNAL AUDITS
AND REVIEWS
2
1
07
Cesar H. Odio
City Manager
Sujan S. ChhW
Department of I
and Reviews
DESCRIPTIO"
September 23, 1981 81-45F
Dade Helicopter Jet
Services, Inc.
ire for 0ctober 1. 1985 through
na Audi October 13, 1986
A. The agreement dated October 14. 1980. between the Cf ty
of Miami, and Dade Helicopter Jet Services, Inc. (DNS)
authorized the DNS to operate helicopter services from
Watson island. DNS was audited to determine compliance
with the requirements of the agreement. The
termination date of the agreement is unspecified.
Either party can terminate the agreement by giving
thirty days prior notice to the other party.
6. The requirements of the agreement pertinent to this
audit were as follows:
1. DNS shall provide for the use of the City ten (10)
manhours of helicopter flight time per calendar
month in payment for use of the City's facilities.
Unused flight time shall accumulate from month -to -
month, but not beyond the anniversary date (October
14) of the lease agreement.
2. OHS shall submit to the City of Miami a monthly
statement of the manhours of flight time used by
the City for that period, the manhours of flight
time advanced to the City, if any, and the total
numbers of flight time accumulated but not used by
the City.
3. OHS shall provide such public liability and
property damage insurance as the City may require
to protect both parties.
C. field work was completed on June 19, 1987.
KC
esar II. radio Dade liel ieopter
City Manager .let Service
Page 2 of 3 97-458
11. PRIOR YEAR'S AUDIT F1N01NGS AND RECOMMENDATIONS NOT ACTED
grow
A. FINDING 01 - Proof of Insurance Coverage and other
Aut h or i za t ors were rani-lrrovv ei—the
AUT or
Prior year's audit findings indicated the following:
1. Proof of the required publ is 1 i abi 1 i ty and property
damage insurance coverage, for the DIIS, could not
he provided the auditor by Nancy Bahn, Assistant to
the Director of the General Services Administration
Department (GSA).
2. A paved auto -parking area, an additional building
that may be used as a hangar or garage, and two
elevated helicopter ramps pads, have been
constructed on the premises. in memos dated
December 7, 1983, and November 28, 1984, to Wi 11 i am
J. Ter Keurst, President of OHS, from Howard nary,
the former City Manager, authorization was given to
erect a temporary shelter for maintenance service
and additional office space. However, the auditor
could not find authorization for erecting the
helicopter pads or paving of an auto parking area.
The auditor was informed that the files from the GSA
were confiscated by the F.B.I. The auditor was
therefore unable to verify whether or not these
f indings were comp i ed wi th.
RECOMMENDATION - The GSA should develop a system to
obtain in ormation from its files that are confiscated
by outside government agencies.
111. CURRENT YEAR'S AUDIT FINDINGS AND RECOMMENDATIONS
A. FINDING 01 - City Flight hours
According
to DIIS monthly
reports
submitted
to the City,
DIIS provided 149.4 fl ight hours
to the
City for the
period.
however, DIIS
did not
provide
documentation
supporting
the flight
time
used by
the City.
Therefore,
the accuracy
of OHS,s
monthly
flight time
statements
could not be
verified.
RECOMMENDATION - DIIS should have maintained adequate
Wocumenta—EFn supporting the monthly flight time
statements. Additionally, the Property and Lease
Management Division, of the GSA should require DIIS to
maintain records for all future flight time used by the
City. ,. - /
P4
sear 11. Odio Dade Net icopter
City Manager Jet Service
Page 3 of 3 81-458
8. FINnm 02 - Accumulation of Ilnitsed Manhours of Flight
time ----- `—
the
agreement
provided that "any
unused manhours of
flight
time shall accumulate from
month to month but
not
beyond the
anniversary date
of this agreement."
The
anniversary
date was October
14, 1996. However, ,
DNS
accumulated
City flight time
on a monthly basis
from
January 1,
1986 through December 31, 1986.
RECOMMENDATION
6 i v i c ion or--Uli e
provision above.
flight time as
agreement.
IV. EXIT CONFERENCE
Y.
JL/ma
The Property and Lease Management
GSA should inform DNS of the contract
DNS should therefore accumulate City
of the anniversary date of tiie.
Not considered necessary because all findings were
discussed with Property and Lease Management personnel and
William .1. Ter Keurst, President of OHS.
FOLLOW-UP RESPONSIOILITIES FOR RECOMMENDATIONS
Department
General Services Adm.
Finding /
Prior Year 1
Current Year 1 b 2
Per APM 01-82, the Department Director shall submit a
written response to the Director of Internal Audits and
Reviews within 30 days after receipt of the audit report.
cc: Ron Williams
Al Armada
Carlos Garcia
Dade Helicopter Jet Services
Auditor
File
Reader
99-5
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