Committee on Municipal Audit

AGENDA Committee on Municipal Audit May 5, 2025 at 4:00 PM Lansing City Hall, City Council Conference Room 124 W. Michigan Avenue, 10th Floor To provide input or ask questions on any item that is listed on the agenda, members of the public may contact the City Council at city.council@lansingmi.gov or (517) 483-4177 prior to the meeting. To view the meeting live and participate in virtual public comment: https://www.lansingmi.gov/1212/Council-Committee-Meetings Council Member Spadafore, Chairperson Council Member Carter, Vice Chairperson Council Member Pehlivanoglu, Member 1. Call to Order 2. Roll Call 3. Minutes A. April 7, 2025 4. Public Comment on Agenda Items (Up to 3 Minutes) 5. Discussion/Action: B. Continued Discussion on a Defined Annual Audit Plan - Internal Auditor 6. Other C. Future Discussions on recommendations to the Personnel Committee 7. Adjourn Persons with disabilities who need an accommodation to fully participate in these meetings should contact the City Council Office at 517-483-4177 (TTY 711) 24 hour notice may be needed for certain accommodations. An attempt will be made to grant all reasonable accommodation requests. Page 1 of 4  MINUTES Committee on Municipal Audit Monday, April 7, 2025 @ 4:00 p.m. City Council Conference Room CALL TO ORDER Council Member Spadafore called the meeting to order at 4:00pm PRESENT Council Member Peter Spadafore, Chair Council Member Tamera Carter, Vice-Chair Council Member Trini Pehlivanoglu, Member OTHERS PRESENT Renee Richmond, Council Administrative Assistant Charles Randall, Internal Auditor Lisa Hagen-Lawrence, OCA MINUTES MOTION BY COUNCIL MEMBER CARTER TO APPROVE THE MINUTES FROM MARCH 10, 2025 AS PRESENTED. MOTION CARRIED 3-0. PUBLIC COMMENT. Discussion/Action Continued Discussion on a Defined Annual Audit Plan – Internal Auditor Overview Mr. Randall began with the Overview and informed the Committee on his progress of working with the DLI Board and external audit, getting ready to draft a report. Councilmember Spadafore asked about the DLI Board external audit, Mr. Randall stated it is combined with the City, it goes through BS&A. Mr. Randall explained he has looked through a few grants/reports. Councilmember Carter noted some public comments at the Council meeting on grant funding, asking if there were any discrepancy in grants measured or distributed on who received the funds. Mr. Randall referenced a more detailed grant auditing he has called Yellow Book, it is used to verify the use of the grant spending, and confirming funds were distributed in a timely manner. Mr. Randall noted he’s been reviewing the last three years’ budgets to identify what might stand out and councilmembers might not see. Councilmember Spadafore indicated while budget happens it is possibly some amendments might happen, and he may get asked to help write or work with the Councilmember. Mr. Randall mentioned last year’s budget there were requests from Council for reports and asked for dates. Councilmember Spadafore responded they can Page 2 of 4 request by a certain date but cannot order/mandate. Councilmember Pehlivanoglu asked if reports are requested from the administration, is it followed up by the Internal Auditor or Council Leadership. Councilmember Spadafore suggested the IA provide leadership a list of outstanding reports. Mr. Randall confirmed he presented at the Charter Commission and made some suggestions and recommendations for maybe some fine-tuning language. Planned Audits Mr. Randall noted he hasn’t had a lot of time to look at them, there are 75 BS&A email user accounts, and BS&A automatically deletes after a certain time. Councilmember Spadafore asked if he has full access, Mr. Randall confirmed, also noted he isn’t far into journal entries and that there might be separate access. Mr. Randall spoke on the DLI audit and stated it should be quick, as well as the timekeeping audit. Continuing he will draft a report and give it to Cathleen to review as well as the Committee. He added that LEPFA has not signed the RFP yet. Councilmember Spadafore asked if the board voted on it, and Mr. Randall answered no. Councilmember Spadafore asked if the spreadsheet is just where he is on projects, Mr. Randall confirmed. Councilmember Spadafore asked the Committee to review what is in the charter for the Internal Auditor position and bring possible recommendations for the next meeting. Other Adjourn Adjourned at 4:23pm Submitted by Renee Richmond Recording Secretary, Lansing City Council Approved by the Committee on Page 3 of 4  5. B. - DISCUSSION Continued Discussion Defined Annual Audit Plan Pending Document from Internal Auditor Please continue to watch for updates Page 4 of 4