2002-06-10 Audit Committee Minutes

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MINUTES OF AUDIT COMMITTEE MEETING ON JUNE 10, 2002 Arnold Berger Conference Room, Town Hall 7:30 p.m. The meeting was called to order at 7:40 p.m. Present: Dick McDonald, chairman, Pete Dahl, Cathy Martin, Camille Anthony, and staff members Peter Hechenbleikner, Mark Hyson, Bob Silva, Beth HIepeis, and Richard Foley. Camille Anthony moved and Pete Dahl seconded that the minutes of the May 13, 2002 meeting be approved. They were approved by a vote of 4 to 0. Mark Hyson, Recreation Director explained his response to the management letter (attached memo), and Beth HIepeis' memo to Peter Hechenbleikner was noted (see attached). Police Chief Bob Silva presented a memo regarding management letter comments in his area. Camille Anthony questioned whether a system was needed whereby an outside source reviewed voided parking tickets. Of 12,000 tickets written, 612 were voided last year. It was decided that information on totals of collections and voiding of tickets should be included in the Police Department monthly reports to the Board of Selectmen. It was noted that the collection rate of parking tickets is excellent due to the mark and clear system in the State Department of Motor Vehicles, which Reading utilizes through a vendor who charges $1.55 per ticket plus postage. The issue of segregation of duties for the parking clerk was discussed. Senior tax workers might help, but do not have enough time to cover the job. It was recommended that statistics be included in the Police Annual Report. The issue of permitting for rental of School facilities was discussed. It was recommended that written policies and process be adopted and then checked to ensure that they are followed. It was also recommended that the audit committee meet with Superintendent Harutunian and Director of Facilities Cacciapuotti at their next meeting. The issue of paying extra fees to KPMG due to GASB 34 was discussed. Cathy Martin moved and Camille Anthony seconded a motion to hold the fee to the existing contract and to eliminate the part of the audit whereby KPMG looked into one area or department of special focus if necessary. The committee voted 4 to 0 in favor of the motion. The Audit Committee discussed their desire to change the Town By-Law which created the Audit Committee to include an RMLD Board member. They concluded that the Audit Committee should ask the Ad Hoc Committee on RMLD governance to consider this suggestion. It was suggested that the Audit Committee adopt a policy. Beth was asked to inquire of the Town's financial advisor, Peter Frazier, concerning the types of