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HomeMy WebLinkAboutMinutes_Audit_10/30/2008VILLAGE OF TEQUESTA AUDIT COMMITTEE MEETING MINUTES October 30, 2008 1. Call to Order and Roll Call The Village of Tequesta Audit Committee held a regularly scheduled meeting at the Tequesta Village Hall, 345 Tequesta Drive, Tequesta, Florida, on October 30, 2008. The meeting was called to order at 2:00 p.m. by Village Clerk Lori McWilliams. Present were Frank D'Ambra, Eric Jolly, Abby Roeloffs, and Robert Reeves. Also in attendance were Finance Director JoAnn Forsythe, and Village Clerk Lori McWilliams. 2. Review of Sunshine Law/Financial Disclosure Requirement Village Clerk McWilliams reviewed the financial disclosure requirements and advised she had provided each committee member with a short guide on the Sunshine Law and Code of Ethics, but urged each member to go online and search for the Government in the Sunshine Guide, which was the entire book regarding the Sunshine Law. The Clerk reviewed highlights of the law. 3. Review Resolution Establishing Audit Committee Finance Director Forsythe advised the only mandate in the State law regarding the audit committee was that the Audit Committee perform certain functions in connection with new contracts or changes in contracts; audit committees could perform other functions, but the focus here was on going out for RFP. Discussion ensued regarding the process used in Village audits and the role of the Audit Committee members. Finance Director Forsythe reviewed the procedure used by the auditors, which was to present their report directly to the Village Council, and explained there was a resolution to form this committee to select an auditor, confirming that this committee would make a recommendation to the Village Council after completion of the RFP. 4. Review GFOA Recommended Practices Finance Director Forsythe expressed her opinion the GFOA practices were what she would consider best practices. 5. Review Audit Task Force Recommendations AND 6. Review September Auditor General Report Finance Director Forsythe advised she had included these reports because they contained findings of weaknesses and the processes used for correction, to answer questions that the committee members might have. Audit Committee Meeting Minutes October 30, 2008 Page 2 7. Review Draft RFP Clerk McWilliams commented on a proposed timeline for the RFP process, and noted the draft RFP had been provided by the Village Attorney. Desired changes were reviewed and discussed. Consensus of the committee was to review the proposals in early January and make a presentation to the Village Council at their February 2009 meeting. Ms. McWilliams advised any RFPs which contained incomplete packages or did not make the deadline would be disqualified. The schedule was to advertise on November 18; have the bid opening December 16 at 10:00 a.m.; the board would meet January 15 at 9 a.m. to review the bids and narrow the firms to 3-5, and formulate a list of questions; the board would hear oral presentations on January 22 at 9 a.m., the board would meet on January 23; and presentation to Village Council would be on February 12. Adjournment Upon motion by Frank D'Ambra, seconded by Abby Roeloffs, and unanimously carried, the meeting was adjourned Respectfully submitted, Lori McWilliams, CMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office.