HomeMy Public PortalAbout20070108AuditMinutes.pdfCity of TYBEE ISLAND
Audit Committee Meeting
Monday, January 8, 2007
4:00 PM
Tybee Old School – YEEPIES Room
MINUTES
Attendance: John Major, Freda Rutherford, Sue Off, David Birdwell, Jim Anderson, Sam
Adams
Guest: Jan Fox, Claire Price
John Major called the meeting to order at 4:00 PM.
There was a motion by Sue, second by Sam, to approve the minutes from the December 4, 2006
meeting. All approved.
AUDIT AND VISION AND ROLES
Clair handed out the audit work schedule. John suggested that the audit committee meet with the
auditors for the entrance meeting, and then briefly at the end of each day of the audit for a quick
wrap up, to make sure that communications and documents are flowing as expected, and to
identify any problems that may arise. This daily meeting will not include staff. Jan said she and
the audit team communicate effectively by email, and will continue doing so this year, and copy
the audit committee on those communications. Sue proposed that we combine the entrance
meeting on Monday March 19th with our regular March meeting of the audit committee. The
committee agreed that the meeting would be scheduled in the morning. John said he had a
question re the communication from the auditor. In our November 1 conference call, we had
raised a number of issues, which they agreed to address within the current scope of the audit. The
information requested by the auditors did not appear to include these specific items. Jan said the
auditor has not addressed them. She proposed that she and Claire write a status report. After
discussion John said he would contact the auditor and ask how the concerns are to be addressed.
His e-mail to Craig Moye would also discuss the entrance meeting, daily wrap-ups,
communications and the fact that we would like to set the team up in the school building rather
than on site in City Hall. All agreed. Jan said she would prepare a report on all the concerns
except for #9.
John asked committee members if they had any questions for Jan & Claire. Jan informed the
group that she and Claire had remodeled their office for zero dollars and asked the committee to
stop by. Jan reported that there is another new cashier, Melissa Freeman, who is very diligent.
Nalene Smith is doing 75% of the water billings. We now have a true separation of duties
between billing and collection. Diane has addressed the 2000 internal control issue with Frankie
and she is working on a response. Many of the findings have been cleaned up.
Jan also reported that there is a new DPW Director, Joe Wilson, who is working on the inventory
issues. Also there is a new Water & Sewer Director, Bill Mitchell, Diane has completed
interviews for the new Economic Development Director, to replace Dee Anderson, and will make
a selection shortly.
John handed out a list of the documents archived on the Audit Committee web page. He gave the
committee access information. Jan said the City’s new web site is ready to be launched and will
have three years of audit information on it. Freda asked about the Municode project. Jan said
council is going to approve the ordinance changes at the next meeting, then everything will be
ready to go on the web site through September. All ordinance revisions from then until the
present will need to go to Municode for updating before they will be current and on the site.
COUNCIL UPDATE
Freda said Kathryn called to say that she had a work conflict and would not be present to make a
report.
ETHICS COMMITTEE REPORT
Sue asked to be excused to attend the Ethics Committee meeting which was scheduled today. She
had no report.
NOMINATING COMMITTEE
It was discussed whether or not we would need to add a seventh member of the committee, since
our by-laws call for 5-7, and we have 6 dedicated members at this time. David Birdwell, who is
finishing out a partial term agreed to continue on for a new term. John asked if David, Jim and
Sue would serve as a nominating committee for 2007 officers. Sam and Freda, and John said they
would agree to continue in their respective roles, if that would be the wish of the committee. The
nominating committee will make their recommendation at the March Annual Meeting.
There being no further business the meeting was adjourned at 4:37 PM.
Respectfully submitted,
Freda Rutherford, Secretary