HomeMy WebLinkAbout04/23/2014 - Regular Minutes - City Council - Audit CommitteeMayor
Nancy Berry
Mayor Pro Tem
Karl Mooney
City Manager
Kelly Templin
CITY OF COILFGE STATION
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Minutes
CITY COUNCIL AUDIT COMMITTEE
Wednesday, April 23, 2014 at 3:30 pm
City Hall Administrative Conference Room
1101 Texas Avenue
College Station, Texas 77840
Audit Committee Members Present:
Nancy Berry, Mayor
Karl Mooney, Councilmember
Steve Aldrich, Councilmember
City Staff:
Ty Elliott, Internal Auditor
Greg Jeffs, Assistant Internal Auditor
Kelly Templin, City Manager
Chuck Gilman, Assistant City Manager
Carla Robinson, City Attorney
Jeff Kersten, Assistant City Manager
David Schmitz, Parks & Recreation Director
Donald Harmon, Public Works Director
Tanya McNutt, Deputy City Secretary
Larry Koeninger, Library System Director
Joey Dunn, Deputy City Manager
Regular Agenda Item No. 1 — Call to Order and Announce a Quorum is Present
Council members
Blanche Brick
Steve Aldrich
Karl Mooney
Julie Schultz
James M. Benham
With a quorum present, the Audit Committee of College Station was called to order by Mayor Nancy Berry at
3:40 p.m. on Wednesday, April 23, 2014 in the Administrative Conference Room of the City of College
Station City Hall, 1101 Texas Avenue, College Station, Texas 77842.
Regular Agenda Item No. 2 - Presentation, possible action, and discussion of minutes for the audit
committee meeting held on March 25, 2014.
MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember Aldrich, the
Audit Committee voted three (3) for and zero (0) opposed, to approve the March 24, 2014 Audit Committee
minutes as amended. The motion carried unanimously.
Regular Agenda Item No 3 - Presentation, possible action, and discussion regarding the Ringer library
operations audit.
Ty Elliott, Internal Auditor presented the Audit Committee with a brief report and recommendation on the
Library Audit:
• Reference desk transactions—Management should consider modifying the computer use policy to
allow computer users to continue using a computer once their allotted time has lapsed if there are not
additional patrons waiting to use the computer. This process should be automated as much as possible to
allow for ease of use and reduce staff time required to address these routine requests.
• Job rotation—Management should consider periodically rotating different members of staff into the
position of cataloger.
• Performance standards—Consideration should be given to setting reasonable cataloging performance
standards. In addition, documented cataloging policies and procedures may need to be modified to give
guidance on cataloging difficult items that are currently taking up a disproportionate amount of the
Cataloging Librarian's time.
• Materials budget—The City of College Station should increase its budget for library materials.
• Collection development policy—Management should revise its collection development policy. The
policy should establish priorities, support efforts, and help facilitate decisions that will result in better
coordination amongst librarians when making system -wide purchasing decisions.
• Analytics—librarians should begin using analytics and other best practices outlined in CREW: A
Weeding Manual for Public Libraries when they are weeding library materials.
• Programs—Management should evaluate programs based on effectiveness (i.e. meets the mission,
goals or objectives of the organization) and efficiency (e.g. the ratio of staff time to program
participation).
• Circulation front desk—Management should consider reducing the number of clerks assigned to work
the circulation desk.
• Seasonal staffing—The Ringer Library should initiate a seasonal staffing model for its clerks. This will
increase the library's efficiency and help ensure the library is properly staffed throughout the year.
• Self-check-out—The Ringer Library should either repair or replace the current self -checkout machine.
• Management— Ringer library management should focus their efforts on functions that are within their
stated job description.
• Library Redesign—No matter what direction the city chooses to take for the library redesign, there are
three general principles that should be followed: (1) consider long-term operational costs, (2) receive
staff input, and (3) remember noise reduction.
• Library Agreement— College Station should keep the ILA in some form in order to have continued
access to a shared collection, but the agreement should be altered in certain aspects.
MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember Aldrich, the
Audit Committee voted three (3) for and zero (0) opposed, to move to accept Library Audit Report and to be
presented to the City Council for their approval. The motion was unanimous.
Regular Agenda Item No 4 - Presentation, possible action and discussion regarding the current
agreement for outside audit services.
Jeff Kersten, Assistant City Manager presented a brief update to the Audit Committee on the current
agreement for outside audit services. Staff is proposing to enter into a one year agreement with Ingram Wallis
for audit services, rather than issuing an RFP for this year's auditing services. This is being proposed due to
the amount of time that existing staff is spending on the ERP implementation project.
MOTION: Upon a motion made by Councilmember Aldrich and a second by Mayor Berry, the Audit
Committee voted three (3) for and zero (0) opposed, to move to recommend approval of the letter agreement
with Ingram Wallis for external audit services for the Fiscal year ending September 30, 2014 The motion was
unanimous.
Regular Agenda ItemNo. 5 - Presentation, possible action, and discussion regarding future agenda
items.
Ty Elliott, Internal Auditor briefly discussed the upcoming audits regarding Benefits & Eligibly and Change
Orders, which will be presented on the next Audit Committee Meeting.
Regular Agenda ItemNo. 6 - Adjourn.
Hearing no objections, Mayor Berry adjourned the meeting at 5:03 p.m. on Tuesday, April 23, 2014.
ATTEST:
, Deputy City Secretary
Nancy Berry,'Mayor