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HomeMy WebLinkAboutMinutes - Minutes - Audit Committee - Meeting Date: 3/4/20218/712021 Minutes C Oft Glendale A R I Z 0 N A MINUTES AUDIT COMMITTEE GLENDALE CIVIC CENTER 5750 W. GLENN DR. GLENDALE, ARIZONA 85301 MARCH 4, 2021 2:00 P.M. 1. CALL TO ORDER The Chair, Vice Mayor Hugh, called the meeting to order at 2:02 p.m. Chair Hugh noted all Board members and the City Manager were present via Zoom. 2. ROLL CALL Present: Raymond Malnar, Councilmember Ian Hugh, Councilmember Lauren Tolmachoff, Councilmember Irene Avalos, Member Rusty Simmons, Member Also Present: Kevin Phelps, City Manager, Ex -officio Non-voting Member Lisette Camacho, Budget and Finance Director, Ex -officio Non-voting Member Khala Stanfield, Department of Organizational Performance Director James Gruber, Deputy City Attorney Attendees: Mark Steranka, Moss Adams, LLP, Guest Halie Garcia, Moss Adams, LLP, Guest Chelsea Richie, Moss Adams, LLP, Guest 3. CITIZEN COMMENTS If citizens wish to speak on a matter concerning the Audit Committee that is not on the printed agenda, please complete a Citizen Comments Card and provide it to the designated staff person prior to the beginning of the meeting. Once your name is called by the Chairperson, please proceed to the podium and state your name and address for the record. Please limit your comments to a period of three minutes or less. 4. APPROVAL OF THE MINUTES A motion was made by Councilmember Lauren Tolmachoff, Member Irene Avalos AYE: Councilmember Raymond Malnar Councilmember Ian Hugh Councilmember Lauren Tolmachoff Member Irene Avalos Member Rusty Simmons desfinyhosted.com/frsV5/publish/pdnt_minutes.cfm?seq=830&mode=&minutes=Minutes 1/4 6/7/2021 Minutes a. Audit Committee Minutes of October 8, 2020 meeting. 5. MOTION TO CALL FOR AND ENTER INTO EXECUTIVE SESSION A motion was made by Member Irene Avalos, Councilmember Raymond Malnar AYE: Councilmember Raymond Malnar Councilmember Ian Hugh Councilmember Lauren Tolmachoff Member Irene Avalos Member Rusty Simmons 6. EXECUTIVE SESSION Review and discuss draft audit reports pursuant to Glendale City Code §2-54b and §2-58c (A.R.S. §38-431.03 (A)(2)) 7. MOTION TO ADJOURN EXECUTIVE SESSION AND RECONVENE IN OPEN SESSION A motion was made by Councilmember Lauren Tolmachoff, Councilmember Ian Hugh AYE: Councilmember Raymond Malnar Councilmember Ian Hugh Councilmember Lauren Tolmachoff Member Irene Avalos Member Rusty Simmons 8. CONSIDERATION AND POSSIBLE VOTE ON EXECUTIVE SESSION ITEMS Vote to approve draft Vendor Management and City -Wide Asset Management audit reports and authorize staff to forward the final audit results to the City Council. For discussion and action. A motion was made by Councilmember Raymond Malnar, Councilmember Lauren Tolmachoff AYE: Councilmember Raymond Malnar Councilmember Ian Hugh Councilmember Lauren Tolmachoff Member Irene Avalos Member Rusty Simmons 9, FY2020-21 AUDIT PLAN Ms. Halle Garcia, of Moss Adams LLP, gave a presentation on the FY2020-21 Audit Plan, which included the following information: • There are thirteen audits on the current audit plan. • Due to a delay from staff turnover, the FY2021 internal audit plan was not approved and contracted out to Moss Adams until July of 2020 and the FY21 plan was not contracted to Moss Adams until November of 2020. Moss Adams is working hard to catch up on the initial timeline. • The audits include: o Vendor Management: Project completed o Asset Management Program Evaluation: Project completed destinyhosted.com/frsV5/publishlpdnt minutes.ofm?seq=830&mode=&minutes=Minutes 214 6!7/2021 Minutes o Telestaff Business Process and Internal Control: In process o Information Systems Security: In process o Technology Governance Program Evaluation: In process o Overtime Use and Compliance: Scheduled to begin March 2021 o Position Control Policy and Evaluation: Scheduled to begin March 2021 o Police Operations Staffing: Scheduled to begin March 2021 o ASTA Contract Compliance: Upcoming project — TBD o Public Records Law Compliance: Upcoming project — TBD o Custodial Contract Compliance and Evaluation: Upcoming project — TBD o Storm Water Management Program Evaluation: Upcoming project — TBD c Contract Compliance and Performance: Upcoming project — TBD Ms. Garcia thanked the Committee and concluded her presentation. Ms. Stanfield gave a briefing re -cap of the 18 -month plan. Mr. Phelps shared Next Steps: • The City has gone through a national search for an Audit Program Manager. An offer was extended and accepted in late February. The candidate was to start next week, however, withdrew from the offer. The recruitment process will begin again and Ms. Stanfield will assist with duties until another candidate is hired and on board. Councilmember Tolmachoff inquired about the plan going forward for managing the workload. Mr. Phelps stated he just received the information regarding the candidate withdrawal less than five hours ago and therefore, a final comment on a plan at this time would be premature. He stated he would keep Council apprised. Staff will provide an update on the status of the FY2020-21 Annual Audit Plan. For information and discussion. 10. COMMITTEE COMMENTS AND SUGGESTIONS Ms. Avalos noted the audit firm had three more reports in queue almost ready for review.She inquired if the Audit Committee meetings should be held in accordance with completion of the reports or in the same cadence as currently. Mr. Phelps recalled the meetings were scheduled quarterly and acceleration of the meeting could be reviewed. Mr. Steranka advised quarterly meetings were a good cadence when considering the number of reports and for spacing of the meetings. 11. NEXT MEETING The next regular meeting of the Audit Committee will be held on June 3, 2021 at 2:00 P.M. 12. ADJOURNMENT destinyhosted.com/frsV5/publish/print_minutes.cfm?seq=830&mode=&minutes=Minutes 3/4 6/7/2021 Minutes The Audit Committee meeting minutes of March 4, 2021 were submitted and p r ved this 3rd day of June, 2021. Khala Stanfield Department of Organizational Performance Director destinyhosted.com/frsV5/publish/print_minutes.cfm?seq=830&mode=&minutes=Minutes 4/4