07-22-2002 Special Called Regular Meeting

Browse Search

• Page 3 -Audit Committee Minutes -June 22, 2002 The Audit Committee Directed the Finance Department to have all staff members follow the current travel policy. It was noted the Council should follow the current guidelines outlined in the ordinance adopted for Council travel. The Finance Department was directed to enforce all policies currently in place. Mr. Meismer raised questions regarding receipts. He questioned Finance as to whether or not they had requested any receipts be provided as backup. Ms. Alexander noted her staff had been advised not to question the City Manager about his credit card expenditures or question any missing receipts. She noted she had also questioned previous staff members why they had not questioned these matters. They informed her they had been advised not to question the City Manager's Office. Mr. Meismer questioned Ms. Alexander had her process been impeded in any way. She noted she was in a difficult situation because she reported to the City Manager. Mr. Meismer questioned if staff had the same $75.00 per diem policy as City Council. Ms. Alexander noted staff followed a separate travel policy and the per diem guidelines used were those outlined by the I.R.S. Mr. Meismer questioned if all staff followed the staff policy. Ms. Alexander noted she wanted to answer all questions truthfully. Mr. Meismer questioned again if she felt this process was being impeded in any way by outside forces. Ms. Alexander noted yes. The committee agreed to authorize the Finance Department report to the Audit Committee Chairman on all matters involving this investigation. Ms. Alexander noted this has been a very difficult situation since one of the people involved was her direct supervisor. She further noted she was only reporting what she found and was not advising there had been any wrong doings. She noted she and Mr. Dolby were required to report such items under their Code of Ethics. The committee also agreed that responses from all parties should be directed to the Audit Committee Chairman. Ms. Alexander noted she respects Mr. Herrera's response but she still stands with her original memorandum. She stated as far as she lrnow the administration of the credit card policy has lied with the City Manager's Office. During the past eight years she has been here this program has been handled by the City Manager's Administrative Assistant. She was not aware of who had what credit cards until recent public information requests were submitted by a citizen. At that point, she was aware and required to report any findings. She further noted that program has not been managed by the Finance Department. Mr. Meismer noted the committee needed to sift through fact and fiction. He noted he did not want staff to feel any pressure of them being under the eye of scrutiny for things reported. Ms. Alexander also noted that in response to Mr. Herrera's memorandum that she went back to the documents provided by the City Manager's Office and found no receipts in those files. Mr. Askins noted this committee could set policy but was not authorized to spend funds. He noted there was an addendum item placed on the City Council Agenda that would authorize this committee to move forward with hiring an auditor.