Draft Minutes of the 1st Meeting on Monday, February 18, 2008
The meeting was called to order at 7:03 PM by Brian Hart. Attendees included Brain Hart, Jen Jarvis, Chris Schoppmeyer and Russ Simon. Nancy Kathan was unable to attend due to prior commitments to attend the NCDC meeting at the same time.
Agenda Items:
Public Comment
No public comments were made to the committee at this meeting
Election of Chair and Secretary
Brian Hart and Jen Jarvis requested that they would prefer to not be nominated for the positions due to other existing Town commitments and the upcoming expiry of their terms on the Town Council in May.
Chris Schoppmeyer was elected Chairperson and Russ Simon was elected Acting Secretary by a vote of 4 to 0.
Chris Schoppmeyer suggested that Nancy Kathan be appointed as Vice Chairperson to assure coverage in his absence. All agreed.
Chris then took over the running of the rest of the meeting.
Review of the Forensic Auditors Report
The Forensic Auditor’s Report, both summary and back-up documents, were not available at the meeting and the review was postponed until the next meeting.
Review of the Resolution 2007-46
Responsibilities and Timeframe for Work
The Committee reviewed the responsibilities and timeframes in the resolution.
Due to the delays in forming the committee and organizing the back-up documents, the original 1/18/08 date established for having the documentation available to the committee for review was not met. A revised date of 2/22/08 was established.
In addition, this initial delay would most likely delay the next target date of 3/5/08 (to review the documents and meet with department heads on any questions) by a few weeks. This will be better determined at the next meeting, once the documentation is available.
The committee discussed the need for both public meetings and comments, as well as the need for non-public sessions, due to the nature of the work, the possible discussion of personnel involved in particular transactions under review and the need for discussions with counsel. All agreed that both types of sessions would be necessary going forward and that details of how this would work would be better developed as the committee’s work evolved.
Prioritization of Tasks
This would be postponed until the next meeting
Town’s Internal Controls
Chris Schoppmeyer inquired if the town conducted a physical property inventory to establish a baseline of material items owned by the town. Councilors Hart & Jarvis believe that as a result of the recent forensic audit, the process of conducting a property inventory is being accomplished on a limited basis
Other Business
a. Next Meeting
It was agreed that the Forensic Auditor’s Summary Report and Back-up Documents, with additional support provided by the Town Administrator and Staff, would be available on 2/22/08. As a result, the next meeting date was established for 2/22/08 with the request that the Town’s Counsel, Town Administrator and Finance Director attend this meeting to educate the committee on the documents and the additional work that has been done since the Forensic Audit was completed. This meeting would be a non-public work session in order to discuss issues and potential actions with counsel.
