10-08-2002 Special Called Regular Meeting

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~ i Audit Committee Minutes -October 8, 2002 -Page 9 being made by the Travel Committee on the rates, along with clear guidelines. There was discussion on this item regarding the difference in rates and the guidelines to be followed. Item 6 (credit card payment and documentation) -Mrs. Alexander explained the credit card original statements are received in Accounts Payable with a copy of the statement being forwarded to the cardholder. All the backup for the transactions will be attached to the check requisition for payment of the statement. Item 7 (processing form to establish purpose of expenditures) -The form will be put on the shared drive for use by the employees, with back-up documentation being attached to the form. This will be documented on the quarterly report, which will be submitted to the Audit Committee. A reminder from City Secretary Martha Gillett, is the Council and Mayor need to be careful of not violating the Open Meetings Act (if there is a quorum). Item 8 (designation for approval of credit card expenditures) -this has been clarified. Chairperson Engelken complimented Mrs. Alexander on her excellent progress with the draft policy with Mr. Joerns. He encouraged them to proceed on, and then presented the draft to the Committee for review. Another suggestion is to have Mr. Tiller review the draft with the Committee, as well as staff, and get some of his insight; also on the Credit Card Policy, the Purchasing Policy and the Travel Policy. The wording will be included in the policies that they are in the process of a transition period. When the draft report is completed, the Committee is considering having a Workshop to review the report. Mr. Joerns pointed out that if the Committee has Mr. Tiller review the draft report, most probably, there will be a fee for his services. Mr. Engelken suggested calling Mr. Tiller to find out if there will be a fee. He feels this would ensure the City of the quality of the policies. The next step is for Finance to complete the necessary forms for the report, then have them reviewed by Mr. Joerns. After Mr. Joerns' review, it will be returned to the Committee. Committee Member Howard Ebow personally feels the Audit Committee is the one to review the report and perhaps, give Mr. Tiller a summation of the final policy and see if he has any suggestions. Mr. Joerns commented there may be another avenue for review by Auditor Null Lairson. Mr. Joerns suggested the Committee and Council receive the draft policy for review prior to the workshop. Mr. Ebow stated City Manager Robert Herrera was able to respond to the auditor, but he was not given the opportunity to respond to Council. Mr. Ebow feels he needs to be given that opportunity, with a decision being made for closure for the City. City Attorney Knox Askins informed them that they have been instructed to put an Executive Session on the agenda for October 14, 2002 for personnel action with Mr. Herrera and his attorney being present at the Session. Mr. Askins explained the law regarding Executive Sessions. Mr. Askins commented on the purchasing/procurement policies, very elaborately on the records for years. There are many written policies throughout the City that just involved City operations, employees and procedures that did not have to come to Council, which were put in place by the City Manager. Mr. Askins stated having the audit review and the audit report produced was the proper action. 5. Committee Member Warren commented on the awkwardness this has caused everybody. He thanked Finance and was appreciative for the praise that Independent Auditor, Mark Tiller, gave