Afternoon everyone. We will go ahead and call this audit meeting. At this time we will have following the pledge of allegiance by Mr.
Let us pray. Father again thank you for allowing us to come together. But we thank you again for this time of sharing. We pray God that you will give wisdom and guidance and all that we undergard to do to move this city in the right direction. We pray God that you
will give counsel and wisdom to those constituents that are governed by this way. And whatever you do with us, through us, and for us, we'll continue to praise you and thank you and give you glory in Jesus name. Amen.
>> Amen. I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all.
>> Sorry, pastor. I didn't mean to look at you, Cody. I just >> Thank you. At this time, we'll have roll call. >> Jeremy Alexander >> present. Alan Alan Sheffield >> present. >> Linda Myers, >> yes. >> Tom Nolan,
>> present. >> Commissioner Campbell, >> present. All are here and accounted for. We'll be moving right on to public comments. Do we have anyone here for public comment? Seeing none, we will move forward to presentations. Item A, audit
presentation. >> I won't turn it on, right? I'll try to discuss the audit selection and it's just for the public and some of you probably already know this information but just to give you an
overview and understand your role first. Thank you for signing up to be here. We certainly appreciate your service and just want to make sure we're all on the same page as to what we're trying to accomplish with the audit selection.
You can go to the next. So ultimately what we do as the audit selection committee is governed by the resolutions that were passed which is included in your agenda packet. The first resolution was passed back in 2014. If you haven't
had a chance to review that, um, I would suggest to go to go over it. But I want to highlight a few things that are included in that just to get a really good understanding of your function as it pertains to the selection committee.
So if you're following along with me, this would be titled exhibit A resolution number 2014-10-91. And here it just establishes what the functions are and um the qualifications
are for the audit selection period. Section three in particular are the items that we will do. Number one, establish the factors for the evaluation of the R&P. Number two, publicly announce the request for proposal.
Number three, provide interested um firms with the request for Proposal number four evaluate the proposal. Number five, we recommend and then letter C talks about just monitoring the audit and the processes related to
performance of the annual audit. And those are the functions that um we're allowed to proceed with according to the resolutions that were passed back in 2014. Um does anyone have any questions about that particular resolution?
If you research the selection a bit, there are different functions that have according to this resolution. These are the >> one through five that you just read off, are they in the packet somewhere? >> Yes. >> 14
page 133. 123. >> And particularly letter B goes over what the committee is responsible for. Any questions about that in particular?
question and that pretty much covers what is required for you to slide over what the statutois
is required by the state according to that statute which is also included in the packet and if you want to go over it I just so that everyone has an understanding of why are we why do we
have to do this? because of the statute that was passed back in Ultimately the purpose is to ensure independence. Any questions regarding the statuto which is to select the most qualified
auditor follow the state and local regulations and promote accountability and transparency. the roles and responsibilities. We kind of already covered as far as the proposal scoring and
ranking, recommending the auditor and providing documentation and facilitating the meeting is what Next key test. So how we will do this is based on the requirement of confidential
public until we officially present it out there. So a RFP from me via email and at that point you would respond back to me with comments. Anything you want to add to the RFP
concerned about any questions about that about The importance of the process is to protect public trust, ensure financial integrity, and comply with all of our legal requirements.
You can go to the next slide. As far as action steps, what are the action steps we will take? We just went over roles and responsibil sheet and interviews as needed after we
next. So this would be the proposed timeline. We're hoping to release the RFP on February 27th and after that we would have a deadline for questions and requests for information.
Usually that comes from the firms that are interested and we would have an present post on the website answering all the questions you see and then we would have a deadline to receive all the proposals. And as far as proposal evaluation, I
just put to be discussed because you have to get closer. Any questions? So, who is the current monitor? HCT HC. And when the last time when was the last
for audit services >> we have a chance to look at that before. >> Absolutely. That's a key part of the role. on the 22nd. >> So after meeting with the draft and then at that point you would respond
to via email with any comments, suggestions, any suggest that I would just update it and send a reply to everyone. Obviously
because of the sunshine discussion outside of this meeting another but myself regarding ACP stand I'm not sure. Any
other questions? >> Um, is there any feedback we've received previous? That makes a difference. >> I was an adviser on that. I think Mr. Campbell was on there as well. >> You were not on the commission. I was on it.
Cherald Hill was on that commission. >> So you would be the person that's here now. >> Okay. You're the expert. >> Okay. pay just went up. >> All I would say is that we received back packets from each accounting firm with
their strengths and we rate they were ranked uh and then after they were all scored but it was tallied up and that's the majority of it is looking at them and ranking them on a on a list of criteria and then picking the best of
Has the city done any type of risk assessment to identify the major areas? Some of the things I would expect to go out is that we have certain weaknesses or
identify certain areas. the in that circle in response only because and so um preliminary We've looked at what were the findings
over the past three years which we did not have. There was one back in 2022 and that was a situation that was corrected and has remained corrected for at least two years.
So there has been cleaners for the past two years with no. However, there are some areas that we are looking at that we want the to pay some attention to some >> good
way that you really has that been done in the past? >> Yes. Um there are one or two but not many with the posting of two or three things that
we will that they're going to pay attention to because as you mentioned it was not a reportable. So those items we are aware of and they will be too follow management. >> Are there any personal interviews or is
it all just for reading? Do any of the authors come in? >> Well, that's up to you. Invite all possibility. >> We can look at our
>> I didn't I wasn't personally involved in interviews with I had met HC >> and um I just want to highlight The conflict of interest really applies once we receive proposals. So we have
financial interest that kind of conflict of interest. That's really where affiliation with that firm. The only one These are all easy except for one of them and that would be the one that says you have a professional relationship. So
in my prior occupation over the past two and five years I have been involved with auditors auditing the county as well as the tax office. So if those firms would show up, am I going to increase myself?
>> There's an opportunity to question it. I mean, I don't know that it will because I don't know who's going to come up. >> So I can sign What is for our discussions?
>> It depends on what you mean by that. You say you're going to make presentation. I mean for how we present our discussion >> for the RFP public and not in a public.
>> So I guess I guess my question would be as a result of that go back that will officially reason why I'm ask for some kind of
accumulation of our recommendations or discuss historical document something. So once they are come back just understand the formatting I probably as
sheets so that if I ask a question or Tom ask a question I can listen to the answer because I might not follow that question. So that will in a public meeting comments via email. Sometimes it's hard
back to that final version. It could end up messing with this timeline. So is there a possibility that once you get all of our our comments uh
can we come for another meeting um to to review but we provided the final so it come right before it's not. So um
>> yeah I think that I'm not sure for sunshine starting today and not following is that correct? So sharing >> so the the input for that >> it will be a shar sharable trackable documents we can see someone else's
changes from a timeline perspective I may on Saturday, Sunday and Wednesday night. So I don't have to try and do what has changed. We'll be able to see.
>> Yeah. explain that I'm thinking of really discuss I think that's overall concern that goes outendong because of there's a few different things that can
be tak are are you really articulating the thoughts of others into the RFP and it's kind of hard to do so via email um to ensure that you have a complete understanding and I think providing us
the opportunity to have that conversation amongst ourselves would allow us to make sure that there is complete clarity so that when the document does go out it's not looking as if okay that was not the intent of or
this wasn't the way that supposed to be so that's the reason why I would have wanted to have an additional meeting um just to make sure that the final product is something that is agreed upon amongst all come back 15
and discussing another >> as long as we're not going through the whole entire it's a large fairly large specific concerned
changes much easier to read. Google. >> Yeah, this is my first time participating. So that's why previous committees, but we could share the
document this year. If you could perhaps highlight the modifications made from five years ago, right, and why they were made, that would give me a reference point understands. their spots
and Appreciate the board. stated wish. I appreciate the flexibility at this moment in the years to come so that you don't have to
give me enough time. And from there, I would say by the 13th of February. That way it gives you that time for any changes.
really business. >> So again, we looking at 13 comments regarding the RF sub 18 to review the draft.
One final question. Can you send any statute with regards to funds or CR funds? $2 day. We can talk about
I think >> we have time. I just started off at 4:00 because I had no idea, >> right? >> So, and it was publicly noticed and the public is allowed to come, but I just
4:00 at least 18 That concludes however. >> All right. I feel like the horse down can actually reply. We have to reply. Is this required for
>> when it's time to score the sheet changes or anything that was previously fun offer points to certify. Thank you all for willing to serve. Hope
for all I will call on you.