HomeMy WebLinkAbout01/29/2009 - Regular Minutes - City Council - Audit Committee(*41""
Mayor CITY OF COLLEGE STATION
Ben White
Mayor Pro Tern
Lynn Mcllhaney
City Manager
Glenn Brown
Minutes
City Council Audit Committee
Thursday, January 29, 2009 at 4:30 p.m.
City Hall Administrative Conference Room,
1101 Texas Avenue
College Station, Texas
Council members
John Crompton
James Massey
Dennis Maloney
Larry Stewart
David Ruesink
AUDIT COMMITTEE MEMBERS PRESENT: Council member Massey, Mayor ProTem Mcllhaney,
and Council member Stewart.
STAFF PRESENT: City Manger Brown, City Auditor Ty Elliott, CFO Jeff Kersten, Assistant Director
of Fiscal Services Cheryl Turney, Assistant Director of Fiscal Services Janet Dudding, Assistant Human
Resource Director Carolyn Sanders, and Deputy City Secretary Tanya McNutt.
Re ular Agenda Item No. 1 — Call to order.
Audit Committee Chair Larry Stewart called the meeting to order at 4:30 p.m.
Regular Agenda Item No. 2 -- Presentation possible action and discussion of minutes for audit
committee meeting October 12, 2007, February 19, 2008, and October 6, 2008.
Council member Massey made a motion to approve Audit minutes October 12, 2007, February 19, 2008
and October 6, 2008. Mayor ProTem seconded the motion, which carried 3 -0.
FOR: Mayor ProTem Mcllhaney, Massey and Stewart
AGAINST: None
Regular Agenda Item No. 3 -- Presentation, possible action, and discussion regarding the results of
the Fiscal Year 2008 external audit of BVSWMA conducted by Ingram, Wallis & Co.
Jeff Kersten, Chief Financial Director requested this item be pulled and moved to future agenda.
Audit Committee concurred.
Regular Agenda Item No. 4 -- Presentation possible action and discussion regarding the results of
the BVSWMA Audit Report completed by GDS Associates Inc. performed under the direction of
the Ci Brjan. T
Ty Elliott, Internal Auditor, presented an overview of the results of the BVSWMA Audit Report
completed by GDS Associated performed under the direction of the City of Bryan -- including Mr.
Elliott's assessment of the professionalism of the report and its findings.
The Audit Committee directed staff to put response in writing for the city council.
No formal action was taken.
Regular Agenda Item No. 5 -- Presentation possible action and discussion concernin the selection
of an External Auditor for the Fiscal Year 2009.
Ty Elliott, Internal Audit brought forward this item in request of Mayor ProTem McIlhancy.
Mayor ProTem McIIhaney requested a rotation in external auditors.
Jeff Kersten, Chief Financial Director explained the city's current fiscal policy, which states "the city will
not require a periodic rotation of outside auditors, but will circulate requests for proposal (RFP) for audit
services at least every (5) years. Mr. Kersten said that the time come this year for the city to begin the
RFP process for audit services.
Council member Massey made a motion to recommend to the City Council on changing the city's fiscal
policy to require a (5) year periodic rotation for outside auditors, and for the city to begin the process of
selecting a new external auditor for fiscal year 2009. Mayor ProTem seconded the motion, which carried
3 -0.
FOR: Mayor ProTem Mcllhaney, Massey and Stewart
AGAINST: None
Re lar Allenda Item No. 6 -- Presentation possible action and discussion concerning anonymous
reporting hotline and possible fraud prcvention and ethics training that could accompany the
launch of the hotline.
Ty Elliott, Internal Auditor, presented the benefits of anonymous reporting hotlines, information on how
hotlines are best structured, and fraud prevention and ethics training that could accompany the launch of
the hotline.
Mr. Elliott recommended the following steps in implementing an anonymous reporting hotline:
• Form a committee to revise the city's code of ethics and /or develop a fraud policy.
• Develop a hotline communication and ethics training program.
• Contract with a third party vendor that offers the following anonymous hotline services:
— 24/7/365
— Multi - language
— Toll free access
— Password system
— Documentation retention
— Specialized operators
-- Flexibility (web, fax, mail, e -mail, & phone)
The Committee directed (1) Glenn Brown to look into placing together a committee to revise the city's
code of ethics and develop a fraud policy, (2) Mr. Elliott to work with HR to develop a hotline
communication and ethics training program, and (3) contract with a third party vendor to offer hotline
services.
City Manager Brown said that he is fine with Mr. Elliott conducting the ethics training, but suggested that
HR handle the logistics and coordination of the training. The committee agreed with the City Manager's
suggestion.
Council member Massey made a motion to direct staff to implement Mr. Elliott's recommended steps to
implement an anonymous reporting hotline. Mayor ProTem McIlhaney seconded the motion, which
carried 3 -0.
FOR: Mayor ProTem McIlhaney, Massey and Stewart
AGAINST: None
Regular Agenda Item No. 7 -- Presentation, possible action, and discussion re2ardin2 the results of
the PurchasinL Card Audit Report follow up.
Ty Elliott, Internal Auditor presented an overview of the results of the Purchasing Card Audit Report
follow up. He explained that Fiscal Services has done a great job implementing new ways of handling the
Purchasing Cards.
No formal action was taken.
Regular Agenda Item No. S -- Adjourn.
Hearing no objections, Audit Committee Chair Larry Stewart adjourned the meetings at 2:08 pm on
Tuesday, April 29, 2008.
Mayor ProTem McIlhaney made a motion to adjourn. Council member Stewart seconded the motion
which carried.
PASSED AND APPROVED this day of 02aA 6h- 1 2009.
APPROVED
A dit C nmittee Chair Larry Stewart
ATTEST
City ,Secretary Connie Hooks