Audit Committee

AUDIT COMMITTEE MINUTES DATE: September 26, 2018 LOCATION: CITY HALL FOURTH FLOOR CONFERENCE ROOM TIME: 4:00 PM I. CALL TO ORDER – Audit Committee Chairman The meeting was called to order by Joyce Norris at 4:00pm. II. ANNOUNCE MEMBERS IN ATTENDANCE (VERIFY QUORUM) Audit Committee members present: Jeff Henley, Joyce Norris, Lynn Stokes, Wilbur Berry, and Jerry Weatherspoon Audit Committee members absent: Quorum verified? Yes Internal Audit attendees: Rodney Wright, Stephanie Fox and Cassie Wheeler Other Attendees: Camille Thomas, Purchasing Manager III. ADOPTION OF MINUTES: July 25, 2018 Audit Committee Meeting Joyce asked the Audit Committee members to review the minutes and called for a motion for approval. Jeff made a motion to accept the minutes, Lynn seconded. The minutes were approved as presented. September 18, 2018 Audit Committee Meeting Joyce asked the Audit Committee members to review the minutes and called for a motion for approval. Wilbur made a motion to accept the minutes, Jeff seconded. The minutes were approved as presented. IV. EXECUTIVE SESSION Rod requested the committee enter executive session before department reports. The committee voted to go into executive session. Wilbur made a motion to go into executive session. Jeff seconded. At this point in the meeting everyone other than Audit Committee members and those asked to attend by the Audit Committee to address a pending audit issue will be asked to leave. A. Ongoing audits and investigations B. Hotline reports C. Audit plan V. ADJOURNMENT OF EXECUTIVE SESSION Wilbur made a motion to adjourn executive session. Jeff seconded. Executive session adjourned at 4:43pm. VI. DEPARTMENT REPORT A. Budget Report Rod said there isn’t anything significant to discuss about the budget. Lynn asked about the plans for the training line item. Rod said two employees are going to the ALGA conference in Kansas City. Lynn commented ALGA is a very valuable conference for the department to attend. Rod said other training items included NASACT, ACFE for Cassie, and CIA for Stephanie. Rod said we can send the exact detail of the training budget. Lynn asked about the APSU intern plans. Rod explained the next step was to email the job description to the APSU representative in October. We were planning on the intern starting in the spring semester. Jeff asked about the automobile insurance. Rod explained we do not have a department vehicle, but we are able to drive a City vehicle, so part of the insurance cost is allocated to our department. B. Update on Internal Audit Activity i. Audit schedule status – Rod reported the Sole Source Audit is in the draft phase. Payroll Audit is in the testing phase. Senior Management Expense Audit draft report was sent to management for comments. Evidence Room Audit and IT Organizational Structure Audit are both in the planning phase. CDE is interested in this audit and willing to pay for their portion of it. Rod will create a schedule for the follow up audits that will be done for the remainder of this fiscal year. ii. Audit metrics – Rod will start emailing metrics out monthly to the Audit Committee in January. The department is wrapping up audits from last fiscal year and has been busy with the RFP process. iii. RFP update – This was discussed in the executive session. There was no further discussion during the meeting. iv. New audit committee member search – Rod requested contacts for a new audit committee member. This is Wilbur’s last year on the committee. Lynn recommended contacting the internal audit equivalent at Ft. Campbell, which is called Internal Review. v. Peer Review – CO Springs – Rod will be going to Colorado Springs to perform a peer review the week of October 8th. VII. NEW BUSINESS None VIII. COMMITTEE ACTION REQUIRED None IX. CITY COUNCIL ACTION REQUIRED None X. ADJOURNMENT OF PUBLIC MEETING Jerry made a motion to adjourn regular session. Jeff seconded. Public meeting adjourned at 4:57pm.