A RESOLUTION CLARIFYING THE DUTIES AND RESPONSIBILITIES OF THE MUNICIPAL AUDIT COMMITTEE AND MAKING THE CITY RECORDER AN EX-OFFICIO MEMBER AND REPEALING RESOLUTION NO. 2003-07.

 

RECITALS:

 

A. The role and responsibilities of the Municipal Audit Committee were established in June 1991, pursuant to Resolution 91-16. The Committee was re-established in 1995 with modified objectives and responsibilities as set forth in Resolutions 95-24, 98-06 and 2003-07.  Recent changes in audit requirements and internal operations create a need to adjust the responsibilities of the committee and its members.

 

B. The City Council desires to reaffirm the expectations and composition of the Committee, making the City Recorder a non-voting member and allowing the mayor to serve as a voting member.

 

THE CITY OF ASHLAND RESOLVES AS FOLLOWS:

 

SECTION 1. Committee Established. The Municipal Audit Committee is established and shall consist of four voting members. The committee may request the presence of any city official at its meetings.

 

SECTION 2. Terms, Qualifications, Vacancies.

 

A.        Four voting members shall be appointed by the City Council and shall consist of one council member or Mayor, one budget committee member, and two citizens-at-large. The fifth member shall be the City Recorder, a non-voting member.  The terms of the council member or Mayor and budget committee member shall be for one year each, expiring on April 30 of each year; and the terms for the citizens-at-large shall be three-year terms, expiring on April 30, or until their respective successors are appointed and qualified.  In such a case as both at-large positions are filled simultaneously, the terms shall be staggered for two and three years.

 

B.               In making the appointments, the Council shall give preference to persons with accounting or auditing experience, background or expertise.

 

C.                Any committee member, other than the City Recorder, who is absent without prior permission from the Chair, from two or more meetings in a one-year period shall be considered no longer active and the position vacant, and a new person shall be appointed to complete the term.

 

SECTION 3. Quorum and Rules. Three voting members shall constitute a quorum. The Committee shall establish rules for its meetings and shall meet at least semi-annually (once prior to the onsite audit and once to receive the annual report) and at such other times as may be necessary.

 

SECTION 4. Responsibilities. The Committee shall be responsible to:

 

A.        Recommend to the Council an independent firm of certified public accountants, qualified to perform the annual audit of the city.

 

B.        Analyze and report to the Council significant findings in the annual audit report and make recommendations regarding such findings.

 

C.        Make recommendations, if any, to the council regarding the following financial documents:

1. Annual financial statements;

2. Management letter submitted by the independent auditor;

3. Response to management letter submitted by city staff; and

4. Financial Management Policies. 

D.                Review component unit information as necessary in relation to the City’s annual financial report and recommendation(s) to be made to council.

 

E.                 Perform similar duties for the Ashland Parks and Recreation Commission as authorized by the Commission.

 

SECTION 5. Reports. The Committee shall submit copies of minutes of its meetings to the Council. Reports or recommendations of the Committee shall be considered advisory in nature and shall not be binding on the Mayor or City Council or Parks Commission.

 

SECTION 6. Repeal. Resolution No. 2003-07 is repealed.

 

This resolution was duly PASSED and ADOPTED this 1st day of July, 2008, and takes effect upon signing by the Mayor.

 

Barbara Christensen, City Recorder

 

SIGNED and APPROVED this 2nd day of July, 2008.

 

John W. Morrison, Mayor

 

Reviewed as to form:

Richard Appicello, City Attorney