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HomeMy WebLinkAbout2020-01-27 Audit Committee Minutes APPROVED -�C Annual Audit Committee Meetin MINUTES Date— Q– CITY OF CALDWELL January 27, 2020 12:00 p.m. (ROLL CALL) The annual post-audit committee meeting convened at 12:00 p.m. in the City Hall conference room. Those present included; Finance Director Carol Mitchell, Deputy Treasurer Rachelle Castleberry, Council members John McGee and Dennis Callsen, Eide Bailly Auditors Morgan Browning and Jodi Daugherty, Washington Trust Bank Representative Eric Randall, and retired Finance Director ElJay Waite. (CONSENT CALENDAR) 1) Approve minutes from August 27th, 2019 Pre-Audit Meeting MOVED by Callsen, SECONDED by McGee to approve the Consent Calendar as printed. MOTION CARRIED (TOPICS DISCUSSED) Status of FY19 financial statement audit • Draft of financial statements is still in progress: Admin has reviewed,Jodi will review and then a 2"d partner review will be completed. Comments will go back to the Finance Director for any amendments. Completion expected in 2 weeks. Scheduled to present at Council on February 18th at 7pm by Eide Bailly Auditor, Morgan Browning. • Draft copies available for review Auditors Review • Within the independent audit report, which is the auditor's primary objective, an unmodified opinion is presented. • Single Audit testing on airport and highway safety cluster programs were completed in FY19 • Rehab airport project expenditures were looked at, including payroll requirements, city matching requirements, and a review was completed of grant agreements through testing. • Clean opinion provide on single audit • Review of required supplement information provided. • No assurance provided on these schedules. • Compliance-The Auditors are required to look at compliance and other matters that could have a material impact on financial statements. ■ The Auditors looked at all segments of finance and tested controls and did not have any issues with internal controls within the city ■ Auditors look at grants and contracts to make sure rules and regulations were followed. No internal control or compliance issues have been found in this audit. • Overall Improvements ■ Significantly less assistance was needed this year from the auditors. Vast improvements have been made over the last several years. ■ GASB 68 is now being prepared fully by the City ■ Full accrual was able to be enacted and completed by the City on their own Financial statement highlights • The MDNA statement of activities on page 8 and 9 shows FY18 & FY19 in comparison and is split between government and business type activities. The total net position is stated on pages 286,656,696 for 2019, which includes net investments of capital assets.This is an increase from FY18. • Governmental Funds: ■ Page 20 list government funds statement of revenue,expense, and changes in fund balance ■ Balance sheet and use of fund balance is shown on p18 ■ Page 68-71 detail out the funds within the government funds ■ The general fund increased its fund balance by 3.9 million from the prior year ■ Page 19 & 21 provide a consolidation between government wide and fund level statements • Proprietary Funds: ■ Page 22 details proprietary funds. Major funds in this category are water, sewer, and sanitation ■ Page 25 & 26 reflects operating income was positive in all major enterprise funds ■ Other enterprise funds include Golf, Streetlights, and Irrigation, and are detailed out on page 72—74. • Review of Golf Fund: o Golf is showing a negative cash flow for FY19. o FY19 was the first full year of running golf under the City. The Finance Director meets with golf staff monthly to discuss fund activity.The fund is currently showing a 10% increase in sales from the prior year, not attributed to fee increases. o Last year a rate increase was applied to passes that were unrestricted, the restricted passes did not take an increase. o Sales of season passes opened on February 15t this year instead of March 15t o Golf needed 150,000 in funding for FY19 and made its first 80,000 payment on a capital use loan. o Lessons have been implemented by the new golf Pro through parks& rec. o Goal is to increase revenue to 1.1 mil to maintain sustainability for the fund. Future Financial Updates • Changes In Legislation: • o Legislation is looking to freeze new construction and take away forgone. New construction is used for the police department, staffing needs, and employee benefit costs. • Changes in Audit Approach o Eide Baily will be focusing on revenue testing and will be looking at revenue streams that are 75%or more of revenue. This could require more samples in relation to revenue on top of analytical procedures. A new template has been provided to look at 75%of revenue streams. • GASB Changes o Fiduciary funds will be reviewed in FY20 and changes to presentation of Statement of Fiduciary Funds will be implemented. o A change to how leases will be reported will be implemented in FY21 • Changes in Finance Department o Deputy Treasurer position filled by Rachelle Castleberry o Keri Foster will be moving to part time CDBG as the new Payroll/CDBG Specialist o Interviews are in progress for a New AP/Accounting Specialist Position o Currently working on Springbrook Upgrade for FY19 o Plans to approve new City credit card policy in February o Will continue to work on Fixed Asset Count in FY20 o Plan to work on a cash handling policy that is certified o Plan to perform updated count on TVCC FF&E owned by City • Updates to URA o Looked at new revenue allocation,yet did not pass, will see if a 2nd allocation area will be implemented in 2020. Also looking at steps to sunset the existing RAA and identifying projects that will be completed prior to close out of the URAA. Current RAA planned to sunset in calendar year 2022. Reports due to County by early 2021. Move to executive session.