HomeMy Public PortalAbout20080714AuditMinutesFINAL.pdfCity of TYBEE ISLAND
Audit Committee Meeting
Monday, July 14, 2008
4:00 PM
Tybee Old School – Room 7
MINUTES
Member Attendance: John Major, Freda Rutherford, Bill Blakey, Alfie Waite & Jim
Anderson
Council Liaison: Dick Smith
Staff: Bonnie Kline
John Major called the meeting to order at 4:00 PM
Dick Smith said that he had to leave early so he wanted to do the Municode update first.
He handed out an email from City Clerk Vivian Woods:
Dick, the Municode supplement draft has been received by Tybee and is waiting my
review to make sure the ordinances that have been inserted are correct. Unfortunately, I
have not had time to complete the review of the document (444 pages), I asked for
Brannyn Allen, Diane Otto, Major Case and Bubba to review the document but I have not
received a confirmation of them having completed their reviews either. I know this is
frustrating for the community but all of the amendments are located on our website for
public access. Once the two-year supplement is done regular updates will occur
quarterly or semiannually. If the Audit Committee would like to take the supplement
review on as a project I would welcome their help in insuring the supplement has been
done correctly.
John said that his concern was that nothing in the ordinance shows that there is an
amendment. Unless someone is aware of the amendment they wouldn’t know to go to the
website. Dick said the ordinances are being rewritten and questioned whether this project
was worthwhile. Freda asked if the rewrite will start from a blank piece of paper or a
mark-up of existing ordinances? Dick said it will be a rewrite. Freda said the existing
Municode contract needs to be rationalized. Dick said other communities are impressed
with Municode but if it’s garbage- in, it’s garbage out. Dick said his opinion is that the
project has not be well managed.
Jim Anderson moved, Bill Blakey seconded, to approve the minutes from the June 9,
2008 meeting. All approved
2007 Audit Report
John Major passed out an email exchange between him and Craig Moye, Auditor. He
asked Bonnie for her opinion as to why we don’t have a report. She said she had spoken
with David Irwin, who is putting together the package and she thinks they have
everything they need now.
Audit Schedule
John asked Bonnie about the corrective action plan. She said they are working on it.
While some attention has been given to corrective action from the audit findings, she
will wait for the report before finalizing them. (Note: Craig’s email states that the
fieldwork for the audit for the current fiscal year, January1 – June 30, 2008, will begin
on October 20, 2008.)
Independent Audit RFP or Contract Extension for PY 09
John said he has reviewed the file and the last audit to occur under the current contract
extension with Mauldin and Jenkins is for the period ended June 30, 2008. Bill asked is
there is a requirement for when to lock up a new auditor? John replied that when the new
members come on-board that should be when the audit is let. Discussion followed
regarding Tybee audit history and M & J performance.
Budget Review – highlights of the budget vs. actual through June 30, 2008
Bonnie handed out the budget vs. actual, the 2008 Millage, City of Tybee Island, the
General Fund Adopted Budget for FY2009, and a Request for Proposal for Curbside
Collection of Residential and Commercial Waste and Collection of Recyclable Materials.
Freda requested that the budget review be carried over until the August since Bonnie has
to leave early and since it is the year-end budget which needs careful review.
Bonnie said that the Water and Sewer study recommends some increases in revenues to
cover debt. Freda asked how far back they are going. Bonnie relied only to cover current
year obligations. John noted that there is less than a $100,000 projected deficit in the
Campground budget. He said that he had reviewed Generally Accepted Accounting
Practices (GAAP) and there is no requirement that enterprise funds be self-sufficient.
Alfie said that he heard there was complaints from hotel & motel owners about
competition from the new cabins being placed in the campground.
OLD BUSINESS
Undesignated Fund Balance:
Freda noted that in Bonnie’s email on this subject a 4-month reserve was noted. She said
she thought it had been six-months in past years and asked if Bonnie would bring year-
over-year undesignated fund balances to the next meeting. Bonnie agreed.
Municode: See discussion above.
Web page corrections: Freda asked if everyone was satisfied with the corrections that
she sent out for review on email? All agreed that the web page information on audit
committee membership is now correct.
John announced that the next meeting would be August 11th.
The meeting was adjourned at 5:45 PM.
Respectfully submitted,
Freda Rutherford, Secretary