Metropolitan Audit Committee Minutes, July 8, 2008

Description

METROPOLITAN AUDIT COMMITTEEJULY 8, 2008MINUTESOn Tuesday, July 8, at 4:00 p.m., the Metropolitan Audit Committee met in thendMetropolitan Courthouse, 2 Floor Committee Room 3. The following were in attendanceat the meeting:Committee Members OthersBob Brannon, Chairman Mark Swann, Metropolitan AuditorBrack Reed, Vice Chairman Margaret Darby, Metro LegalRich Riebeling, Finance Department Carlos Holt, Audit ManagerDiane Neighbors, Vice Mayor Jeff Gossage, Finance/PurchasingWalter Hunt, Metro CouncilThe meeting was called to order by Chairman Bob Brannon.Approval of MinutesThe minutes of the last meeting held on Tuesday, April 8, 2008 were approved andseconded.New Business Status of Metro Hotline – A power point presentation of the "2006 ACFE Report tothe Nation" was shown to the Committee. Mr. Carlos Holt went over the fraudproblems of today and solutions for detecting and investigating fraud that werebrought out in this presentation He also reviewed the implementation status of theMetro Fraud, Waste, Abuse and Suggestion hot line and gave a brief description ofthe hotline items submitted to date. Mr. Holt also noted that he had been workingwith legal to put in place a new OIA policy regarding the hotline program. Discussion of Audit Reports Released – Two audits have been release since the lastcommittee meeting. A limited review of the Election Commission InformationSystem Controls and the Davidson County Clerk’s Office Hotel/Motel ...

Informations

• Publié par: Nepher
• Nombre de lectures: 36
• Langue: English

Extrait

METROPOLITAN AUDIT COMMITTEE

JULY 8, 2008

MINUTES

On Tuesday, July 8, at 4:00 p.m., the Metropolitan Audit Committee met in the

Metropolitan Courthouse, 2

nd

Floor Committee Room 3. The following were in attendance

at the meeting:

Committee Members

Others

Bob Brannon, Chairman

Mark Swann, Metropolitan Auditor

Brack Reed, Vice Chairman

Margaret Darby, Metro Legal

Rich Riebeling, Finance Department

Carlos Holt, Audit Manager

Diane Neighbors, Vice Mayor

Jeff Gossage, Finance/Purchasing

Walter Hunt, Metro Council

The meeting was called to order by Chairman Bob Brannon.

Approval of Minutes

The minutes of the last meeting held on Tuesday, April 8, 2008 were approved and

seconded.

New Business



Status of Metro Hotline – A power point presentation of the "2006 ACFE Report to

the Nation" was shown to the Committee. Mr. Carlos Holt went over the fraud

problems of today and solutions for detecting and investigating fraud that were

brought out in this presentation He also reviewed the implementation status of the

Metro Fraud, Waste, Abuse and Suggestion hot line and gave a brief description of

the hotline items submitted to date. Mr. Holt also noted that he had been working

with legal to put in place a new OIA policy regarding the hotline program.



Discussion of Audit Reports Released – Two audits have been release since the last

committee meeting. A limited review of the Election Commission Information

System Controls and the Davidson County Clerk’s Office Hotel/Motel Occupancy

Tax Fund. Mr. Swann brought up the fact that the Clerk’s Office has no one

auditing the HOT tax. Mr. Riebeling noted that they did request funds for such a

position but that it was not funded this year.



Metro Procurement Controls & Improvement Opportunities – Mr. Jeff Gossage,

Purchasing Agent, for the Finance/Purchasing Division attended the Audit

Committee Meeting.

He reviewed Metro’s purchasing procedures and the

procurement controls Metro has in place. The overall objective of his department

is to employ “Best Value” procurement, rather than lowest price. One of Mr.

Gossage’s main points was that the legal review and hard-copy sign-off

requirements are beyond his department’s control. He stated that there has often

been frustration experienced by departments over the sometimes lengthy legal

process. He also stated that his department does not provide service for NES,

Hospital Authority, Sports Authority and others.



Overview of Open Meeting Requirements – Margaret Darby of the Metro Legal

Department presented an informational lecture on elements of the TN Open

Meetings Act (Sunshine Law). She stated that the Audit Committee meetings are

subject to the act and what actions should be taken to provide adequate public

notice of the meetings. She also reviewed the elements that constitute a public

meeting.



Metro Pension Plan Investment Management Follow-Up – A previous audit by

KPMG was discussed by the Committee members. This audit was completed in

2002 and resulted in a large dollar amount being recovered. Mark Swann informed

the committee that the planned 2007 start of a follow-up audit did not take place

due to the lack of response to the RFP. He also inquired if the committee desired to

continue with the audit effort during FY 2009. The committee members voiced that

they thought the audit was definitely a good idea.

Old Business - None

Internal Audit Current Project Status



The Office of Internal Audit staff is currently working on seven different audit

projects.

Mr. Swann briefed the committee on each of these projects: ITS

Information Security, GS Security, MAC, NGH, Legal Cash Receipts, Health

Department, Food Protection, and Police Impound Lot.

Other Administrative Matters



Other items Mr. Swann discussed with the committee were the frequency of

committee meetings along with the distribution of audit reports and confidential

materials. The committee decided to meet only once every two months rather than

every month, with the next meeting being in September 2008.



The committee also recommended that Mr. Swann’s moving expenses be submitted

and handled through Human Resources.

Adjournment



The meeting was adjourned.

The committee approved cancelling the August

Committee Meeting. The next scheduled meeting is to be held on September 9,

2008 at 4:00 p.m.