10-25-04 Regular Meeting of La Porte Audit Committee

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MINUTES OF THE LA PORTE AUDIT COMMITTEE October 25, 2004 1. Call to Order The meeting was called to order by Chairperson Chuck Engelken at 5:00 p.m. Members of Committee Present: Chairperson Chuck Engelken, Mayor Pro Tem Barry Beasley and Councilmember Peter Griffiths Members of Committee Absent: Howard Ebow Members of City Executive Staff and City Employees Present: City Manager Debra Feazelle, Assistant City Manager Cynthia Alexander, Assistant Finance Director Michael Dolby, Assistant City Secretary Sharon Harris, Susan Kelley and Kathy Powell 2. Consider approval of Minutes of Regular Meeting of La Porte Audit Committee Minutes held on October 11, 2004. Motion was made by Committee Member Beasley to approve the minutes as presented. A second by Committee Member Peter Griffiths. The motion carried unanimously. 3. Discussion Items o City Manager Debra Feazelle discussed an administrative fraud policy that would be signed by all city employees. Purchasing Manager Susan Kelley provided the Committee with a procurement card presentation and a flow chart. A pilot program of using the cards was started at the beginning of the year with the Parks and Recreation Department. The program was successful, with a few more cards to be issued. Ms. Kelley provided guidelines for usage of the procurement cards. Committee Member Beasley questioned if the City would receive a rebate for utilizing the cards. Ms. Kelley informed him the City would receive a check at the end of the year, with the rebate going back into the general fund. Assistant City Manager Cynthia Alexander reminded the Committee that the name of the Committee will be changing to "Fiscal Affairs Committee". 4. Tax Resale Property