HomeMy Public PortalAbout20120813AuditMinutes.pdf
Audit Committee Meeting Minutes
August 13, 2012
TEMA Room @ 4:30 pm
The meeting was called to order by Dick Smith, Vice-chair. In attendance were committee members:
Frank Kelly, Sue Getty, Bill Blakey, Sarah Lacombe, Nancy Frankenhauser and Jan Fox; Council
Liasion Tom Groover; and City Manager Diane Schleicher.
The minutes from the March 21, 2012 meeting were unanimously approved. A discussion regarding
timely reporting, when there are months between meetings, resulted in a decision to produce a synopsis
of those meetings to keep interested parties up to date.
Two by-law changes were unanimously approved, as follows:
TYBEE ISLAND AUDIT COMMITTEE
AMENDMENT TO BYLAWS
WHEREAS, following notice as required by Article 5, Section 2, to all members of the Audit Committee;
and
WHEREAS, the Audit Committee met and determined that an amendment to the Bylaws is appropriate;
and
WHEREAS, the members of the Audit Committee passed the following motion: The Bylaws shall be
amended so as to amend Article II, Meeting of the Members, Section 1, Location of Meetings, thereafter such
provisions shall read:
Section 1. Location of Meetings: All meetings of members shall generally take place quarterly at a place
within Tybee Island, Georgia as may be from time to time fixed by the Chair and shall be stated in the
notice of the meeting posted at Tybee Island City Hall. All meetings shall comply with the Georgia Open
Meetings Act;
and
WHEREAS, the members of the Audit Committee passed the following motion: The Bylaws shall be
amended so as to amend Article I, Membership, Section 2, Membership, thereafter such provisions shall read:
Section 2. Membership: The Audit committee shall consist of no less than five or more than
eight members. Such appointments being selected on the basis of their knowledge and interest in
financial planning and accounting principles.
THIS 13st day of August, 2012.
A proposed bylaw change to Section 5 (to delete language that the Chairman is the liaison) was tabled pending
input from the City Council. Tom Groover will follow up.
Audit Committee Meeting Minutes page 2
August 13, 2012
TEMA Room @ 4:30 pm
The committee members confirmed their length of service: Frank Kelly first year first term, Sue Getty first year
first term , Bill Blakey third year second term, Alfie Waite third year second term, Sarah Lacombe first year first
term, Nancy Frankenhauser first year first term, Dick Smith second year first term and Jan Fox second year first
term.
City Manager, Diane Schleicher updated the committee on the search for a Finance Director. The
search has not been successful. She said some reorganization will be proposed to the City Council in
order to recast the position and narrow the skill set required.
A conference call was placed with the City's auditors, Baird & Company. Butch Whiddon and Connie
Gamble described the prelimnary work done in preparation of the on site visit beginning August 14,
2012. Trail Balance had been delivered, interviews for Internal Controls for Information Technology,
Accounts Payable, Payroll and Parking were done. Debt confirmations were sent. The audit team
expects for have four people on site for approximately one week. They commented that the
campground assets and long term liabilities do not appear on the governmental funds balance sheet and
confirmed that it is a management decision.
The committee scheduled a meeting with the auditors for 2pm on Friday August 17 to update progress
and discuss findings. The auditors have offered to help with responses to reportable conditions if
requested.
Tom Groover requested an update on the committee's report to council. Bill Blakey said he is
scheduled to report August 23, 2012.
Vote to adjourn was unanimous.
Dick Smith, Vice-Chair Jan Fox, Secretary