HomeMy WebLinkAboutAudit Committee - 08/07/2012P._
Town of Mansfield RECEIVED
;(1':.=' 1'1 FRKS OFFICE
Audit Committee
Minutes of August 7, 201?012 SEP 14 A 9 04
Present: Aptowitz, O'Neill, Bazinet. M1 A;HQ F it L Q
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Others present: Clayman, Ross
Mr. Aptowitz called the meeting to order at 7pm in the absence of a chair.
It was noted that Ms, Clayman is on at -large member who's term has expired and is in the
process of being reappointed to the Committee. Ms. Clayman was allowed to participate in
the discussion.
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Mr, Aptowitz noted that the 2010 audit has been reviewed by the Audit Committee and is
ready for presentation to the Board of Selectmen. The Committee discussed the
possibility of presenting the 2010 audit at the Selectmen's meeting on August 22, 2012 if
Jason Porter, the Chair of the Committee, is available that evening.
Mr. Ross and Mr. Aptowitz reported on the progress of the 2011 audit. The audit is
virtually complete and should be ready very quickly for presentation to the Audit
Committee and, upon review by the Audit Committee, to the Board of Selectmen. The
Committee discussed the possibility of doing a joint presentation with the Board of
Selectmen related both to the 2010 and 2011 audits, since they are being finalized
together. This idea is further felt to be appropriate because of the numerous issues
internally that occurred during 2010 related to changes in computer systems, lack of
personnel, certain personnel being absent from duty for personal reasons and other issues
of the sort. The consensus of the Committee was that it would be better to present the
2010 and 2011 audits together to the Board of Selectmen, rather than presenting them
separately.
Mr. Ross raised the question -of au4lt contracts for Fiscal Years 2012, 2013 and 2014. Mr.
Ross noted that Bob Brown, the Auditor, has agreed to perform the electric audit for
2012 as soon as possible and is willing to schedule the general audit in October, based upon
the Town Accountant being ready for the audit. Mr. Brown had indicated, however, that
Audit Committee Minutes of August 7, 2012
his willingness to move the general audit to October is based upon receiving a contract for
2012, 2013 and 2014. The fee presented for those 3 years is $38,000 per year. Mr.
Aptowitz noted that this feeisvery reasonable and is far less than other large firms
would charge. Ms. Clayman agreed and also noted that a new 'firm coming in at this time
would have to take a great deal of additional time just to acquaint themselves with the
Town's books and methodology. The consensus of the group was that the Town Manager
enter into an agreement with Bob Brown and company for the years 12, 13 and 14,
conditioned upon the general fund audit and electric audit being completed in October of
each year, It was further the consensus of the Committee that a Request for Proposals
should be prepared and circulated for the audit beginning in Fiscal Year 2015. The RFP
would need to be prepared and circulated well before the end of Fiscal Year 2015,
probably during Fiscal Year 2014, in order to have adequate time to review the RFP and
the proposals received, as well as interview firms that may present proposals for the work.
Mr. Aptowitz suggested that Mr. Ross contact Mr, Brown and assure himself that Mr.
Brown is willing to follow through on the above dates and that the Board of Selectmen
should be informed of the recommendation of the Audit Committee at its meeting of
August 8th
There followed discussion on various facets of the Town's accounting system with
comments by Mr. Bazinet that the Finance Committee is reviewing the operations of
various departments of the Town to acquaint themselves with those operations. The next
group that will be presenting its operational material to the Finance Committee is the
School bepartment, which will happen on October 23, 2012.
The meeting was adjourned at 8:04 p.m.
Respectfully submitted,
William R. Ross
Town Manager
ignature of Clerk
Date of Approval
Audit Committee Minutes of August 7, 2012 2