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Agendas and Minutes

Municipal Audit Committee (View All)

Audit Committee Meeting

Agenda
Wednesday, November 28, 2001

Audit Committee

Minutes

November 28, 2001, 2:00pm

Civic Center Council Chambers, 1175 East Main Street

I. Roll Call
Present: Roberta Stebbins, Emile Amarotico, Martin Levine, Barbara Christensen, City Recorder/Treasurer, Lee Tuneberg, Finance Director, (Staff Liaison), Alan DeBoer, Mayor, (Council Liaison)

Staff: Joan Baker, Pat Caldwell, and Kirsten Bakke

II. Call to Order
Levine called the meeting to order at 1:59pm.

III. Approval of Minutes:

The minutes of the Audit Committee Meeting on November 19, 2001 were amended on page 1 to remove the sentence at the bottom, as it alluded to an agreement that was not made by the Committee. Page 2 was amended under Item #3, Miscellaneous Receivables overpayments, to read "In the second instance, the error had to do with work done on the Calle, the contractor submitting the bill to the City and Parks submitting a second bill." Stebbins motioned to approve the Audit Committee Minutes as amended. Amarotico seconded. Voice vote: All Ayes. Motion passed.

IV. Acceptance of the City of Ashland's Comprehensive Annual Financial Report
The Comprehensive Annual Financial Report was accepted at the last meeting on October 23, 2001, so all that remained was for the Committee to sign the Report of Audit Committee letter.

V. Acceptance of Parks and Recreation's Comprehensive Annual Financial Report
Amarotico moved to accept the Park’s CAFR as submitted. Stebbins seconded.

Voice vote: All Ayes. Motion passed.

VI. Continued Discussion on Selection Process for the next Audit Contract
Tuneberg discussed the previous and current RFP processes. The goal being to have the RFP out as soon as possible to get a response back by the end of January with interviews and selections by the end of February, contracting in March and or acceptance through Council. Facilitating planning so that on-sight work can be done as early as May. This way the Auditors would be with us before the end of year, so issues would be resolvable in the fiscal year. With the early selection process we can begin the Audit process earlier in the year and get the document out before Thanksgiving.

Tuneberg talked about criteria for the selection process and handed out an idea for audit selection criteria measurements. The Committee discussed the audit firm selection criteria. Tuneberg explained the measurements in detail. Tuneberg asked for questions or comments on this approach. The Committee felt that it was very comprehensive.

The Committee discussed the RFP packet, schedule, and deadlines of submission, and requirements for an informational meeting. Stating that the final decision is a collaboration with the Committee and the staff. Tuneberg confirmed that we would send the Committee a calendar and a draft RFP via email by December 15th, with all updates made through email.

VII. Adjournment
Meeting adjourned at 2:58pm.

Respectfully submitted by Kirsten Bakke, Administrative Assistant