Draft Minutes March 4, 2021
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DRAFT MINUTES CITY OF GLENDALE 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: Vice Mayor Ian Hugh, Member Councilmember Raymond Malnar, Member Councilmember Lauren Tolmachoff, Member Irene Avalos, Member Rusty Simmons, Member City Manager Kevin Phelps, Ex-officio Non-voting Member Budget and Finance Director Lisette Camacho, Ex-officio Non-voting Member Absent: None Also Present: Khala Stanfield, Department of Organizational Performance Director James Gruber, Deputy City Attorney Guests: Mark Steranka, Moss Adams, LLP Halie Garcia, Moss Adams, LLP Chelsea Richie, Moss Adams, LLP 3. CITIZEN COMMENTS No members of the public were present. No comments were submitted or received. 4. APPROVAL OF THE MINUTES Councilmember Tolmachoff motioned to approve the Audit Committee minutes of the October 8, 2020 meeting as written. Ms. Avalos made the second. Motion carried unanimously. 5. MOTION TO CALL FOR AND ENTER INTO EXECUTIVE SESSION Ms. Avalos motioned to enter into Executive Session at 2:03 p.m. Councilmember Malnar made the second. The motion carried unanimously. 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)). Session was held. 7. MOTION TO ADJOURN EXECUTIVE SESSION AND RECONVENE IN OPEN SESSION Minutes of the Audit Committee March 4, 2021 Page 2 Councilmember Tolmachoff motioned to adjourn the Executive Session at 2:36 p.m. and reconvene Open Session. Vice Mayor Hugh made the second. The motion carried unanimously. 8. CONSIDERATION AND POSSIBLE VOTE ON EXECUTIVE SESSION ITEMS Councilmember Malnar motioned to approve the draft Vendor Management and City-Wide Asset Management audit reports and authorize staff to forward the final audit results to City Council. Councilmember Tolmachoff made the second. The motion carried unanimously. 9. FY2020-21 AUDIT PLAN Ms. Halie 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 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 o 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. 10. COMMITTEE COMMENTS AND SUGGESTIONS Minutes of the Audit Committee March 4, 2021 Page 3 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 regularly scheduled meeting of the Audit Committee will be held June 3, 2021 at 2:00 p.m. 12. ADJOURNMENT Vice Mayor Hugh adjourned the meeting at 2:46 p.m. No objection was made. The Audit Committee meeting minutes of March 4, 2021 were submitted and approved this ___ day of ____, 20__. __________________________ Khala Stanfield Department of Organizational Performance Director