09-24-12 Fiscal Affairs Committee

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Alternate Member 1, John Zemanek, arrived at the table at 5:10 p.m Chairman Engelken asked Committee members if there were any areas of the City they wished to have audited for the year. Committee members responded none at this time. Chairman Engelken directed Finance Director Michael Dolby and Auditor Tom Pedersen to perform the standard audit. Alternate Member 1 Zemanek questioned if audits were done on external vendors that collect funds on behalf of the City. Mr. Pedersen responded these areas are typically not tested. Finance Director Michael Dolby advised staff would confirm if an internal audit can be conducted on fees collected by Republic Waste. Chairman Engelken requested Mr. Dolby provide a report of findings to the full City Council. Chairman Engelken requested the report and staff conclusions regarding the remittance of sales taxes for Food Fair. Committee member Leonard moved to approve the Audit Engagement Letters for the fiscal year ending September 30, 2012. Committee member Moser seconded. MOTION PASSED. Ayes: Chairman Engelken, Committee Members Moser and Leonard Nays: None Absent: None 6. Receive and review months of March, April and May (FY2012) Purchasing Card Expenditures — M. Dolby Finance Director Michael Dolby presented the months of March, April and May (FY2012) Purchasing Card Expenditures. Chairman Engelken advised staff to continue providing the purchasing card expenditures on a quarterly basis. Committee member Moser questioned if there was a possible incentive for business advantages for the local vendors in the City of La Porte. Mr. Dolby advised he would check with the Legal Department and report back. 7. Consider approval or other action regarding reimbursement to Mayor Rigby for City Manager recruitment expenditure (dinner Rigbys/Alexanders) — Chairman Engelken Chairman Engelken commented this item is a request for reimbursement to Mayor Rigby for dinner expenses during the City Manager recruitment phase (dinner: Rigbys/Alexanders). Alternate Member 1, John Zemanek commented there was an ordinance adopted by Council that the city would not pay for Councilmembers' spouse expenses at functions like dinners. Chairman Engelken questioned if the date of the receipt was prior to the employment contract being signed by City Manager Corby Alexander. City Secretary informed the dinner was during the time the contract was being negotiated, and the Alexanders were in town searching for a home. Ms. Fogarty added there is an ordinance in place governing city council travel, which includes language regarding spouse's dinners. Page 2 of 3 July 23, 2012 Fiscal Affairs Committee Minutes