HomeMy WebLinkAbout2008-02-21 MinutesMinutes of the February 21, 2008 Audit Committee Meeting
1) Proposed 2008 Audit Plan
The proposed 2008 audit plan was presented by the Internal Auditor. The committee was
reminded that the plan may be changed for special projects or special requests. The 2008
Audit Plan was approved by the committee.
The committee was updated on the status of recommendations for several past internal
audits. One recommendation of the Pay/Timekeeping Audit, which was performed
during the 3`a quarter of 2007, was for a standard employee timesheet. The new
timesheets were implemented in 2008 for all employees except Police and Fire
Department employees. Police and Fire employee have time records and their own forms
and procedures. Police and Fire timekeeping procedures will be reviewed again by the
Internal Auditor in the future after all other City employees are successfully completing
the new timesheet. The Human Resources division provided training to all timekeepers
prior to implementation of the new timesheet and they plan to provide timekeeper
training twice each year. The Internal Auditor has also worked individually with all
divisions since the beginning of 2008 to ensure the proper completion of the timesheets.
The new timesheets are being scanned into the City's document management system.
Various timekeepers and management will have access to view the forms in the
document management system based on levels of authority and span of control.
The committee was updated concerning several of the recommendations of the Fleet
Audit performed at the beginning of 2007. According to the recommendations, several
shop rates were to be adjusted prior to the 2008 budget process. The Finance Director
related to the committee that several adjustments were made to the fleet cost models for
the 2008 budget.
2) BKD update
A brief update was given. Fieldwork dates were noted. Everything seems to be on track
with the auditors.
3) WSIP update and presentation, given by WSIP team members:
Peggy Bell, WSIP Accountant
Lynn Hyke, WSIP Construction Manager
Peggy explained the details of the process for payment of project invoices. She showed a
monthly invoice with detail from Brasfield & Gorrie. She explained all the levels of
review and authorization. She showed the backup from a contract payment to Dean
Crowder Construction for line work. She talked about what the engineers do in their
review, what the accountants do, what management does, what ANRC does, and what the
trustee does prior to a payment.
Lynn gave a project overview and talked about his functions related to project oversight:
verifying work done, materials used, etc... He explained how contract values are set at
project design and bid, and then these same contract values are used to request periodic
payments during construction of the project. He talked about the function of the
engineering firms that are overseeing various projects. The firms have construction
observers that work with Lynn to make sure all charges are appropriate. They also
addressed completion of contracts and subcontractors.
WSIP project status and completion were also discussed.