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HomeMy WebLinkAboutMinutes - June 28, 2010 - CC, Special MeetingThe City Council of the City of Azusa met in special session at the above date and time in the Light and Water Conference Room located at 729 N. Azusa Avenue, Azusa. Mayor Rocha called the meeting to order. Call to Order ROLL CALL Roll Call PRESENT: COUNCILMEMBERS: GONZALES, CARRILLO, MACIAS, HANKS, ROCIIA ABSENT: COUNCILMEMBERS: NONE ALSO PRESENT: Also Present City Attorney Ferre, Assistant City Manager Makshanoff, Administrative Services Director — Chief Financial Officer Kreimeier, Economic and Community Development Christianson, Captain Momol Assistant Director of Economic and Community Development McNamara, City Engineer 1-lassel, Revenue Supervisor Cawte, Assistant Director of Resource Management Lelir, Assistant Director of Electric Operations Langit, Director of Utilities Morrow, City Clerk Mendoza, Deputy City Clerk Toscano. PUBLIC PARTICIPATION Pub Part ' None. None AGENDA ITEMS Agenda llem CITY AUDITOR PRESENTATION (LANCE, SOLL & LUNGHARD, LLP) REGARDING SAS 114 Presentation REQUIREMENT. City Audit Administrative Services Director—Chief Financial Officer Kreimeier addressed the issue stating that as a A.Kreimeier requirement of SAS No. 114, the Auditor must meet with the City Council at least once during the fiscal Comments year to explain roles and responsibilities. Fie reminded Council that lie previously sent a package containing the annual single audit and he detailed its contents. Mr. Richard Kikuchi, partner with Lance, Solt & Lunghard (LSL), LLP, addressed (lie issue slating that R. Kikuchi this meeting is to discuss audit process and role of City Council Members and Auditors. lie detailed the Lance, Sell & Auditors role, i.e. financial statements, local controls, payroll disbursements, utility billings, etc. He stated Lunghard that communication between Council and auditors should focus on responsibilities, which for auditors its Auditors annual audit process via auditing standards and to render an opinion based on material assessment of Discussion financial condition, including deficiencies. Council is to maintain controls in accordance with laws and regulations. He responded to questions posed regarding the definition of single audit; where a city who receives over $500,000 in grant funds to ensure money was spent according to federal guidelines, and areas of where the City should be capturing cost reimbursements REVIEW OF COST STUDY AND RECOMMENDATIONS TO STAFF Review Cost Stud ' Administrative Services Director — Chief Financial Officer Kreimeier addressed the issue stating that A. Kreimeier Revenue Cost Specialists has been working closely with city staff to update the prior plan of costs for Comments various fees and charges. Mr. Eric Johnson of Revenue Cost Specialist (RCS) addressed (lie issue detailing how lie prepared the- E. Johnson study stating that he reviewed the City budget as if it were a business and looked at what the cost is to RCS provide services to customers and a time allocation process. CITY OF AZUSA MINUTES OF THE CITY COUNCIL ' SPECIAL MEETING MONDAY, JUNE 28, 2010 — 7:50 P.M. The City Council of the City of Azusa met in special session at the above date and time in the Light and Water Conference Room located at 729 N. Azusa Avenue, Azusa. Mayor Rocha called the meeting to order. Call to Order ROLL CALL Roll Call PRESENT: COUNCILMEMBERS: GONZALES, CARRILLO, MACIAS, HANKS, ROCIIA ABSENT: COUNCILMEMBERS: NONE ALSO PRESENT: Also Present City Attorney Ferre, Assistant City Manager Makshanoff, Administrative Services Director — Chief Financial Officer Kreimeier, Economic and Community Development Christianson, Captain Momol Assistant Director of Economic and Community Development McNamara, City Engineer 1-lassel, Revenue Supervisor Cawte, Assistant Director of Resource Management Lelir, Assistant Director of Electric Operations Langit, Director of Utilities Morrow, City Clerk Mendoza, Deputy City Clerk Toscano. PUBLIC PARTICIPATION Pub Part ' None. None AGENDA ITEMS Agenda llem CITY AUDITOR PRESENTATION (LANCE, SOLL & LUNGHARD, LLP) REGARDING SAS 114 Presentation REQUIREMENT. City Audit Administrative Services Director—Chief Financial Officer Kreimeier addressed the issue stating that as a A.Kreimeier requirement of SAS No. 114, the Auditor must meet with the City Council at least once during the fiscal Comments year to explain roles and responsibilities. Fie reminded Council that lie previously sent a package containing the annual single audit and he detailed its contents. Mr. Richard Kikuchi, partner with Lance, Solt & Lunghard (LSL), LLP, addressed (lie issue slating that R. Kikuchi this meeting is to discuss audit process and role of City Council Members and Auditors. lie detailed the Lance, Sell & Auditors role, i.e. financial statements, local controls, payroll disbursements, utility billings, etc. He stated Lunghard that communication between Council and auditors should focus on responsibilities, which for auditors its Auditors annual audit process via auditing standards and to render an opinion based on material assessment of Discussion financial condition, including deficiencies. Council is to maintain controls in accordance with laws and regulations. He responded to questions posed regarding the definition of single audit; where a city who receives over $500,000 in grant funds to ensure money was spent according to federal guidelines, and areas of where the City should be capturing cost reimbursements REVIEW OF COST STUDY AND RECOMMENDATIONS TO STAFF Review Cost Stud ' Administrative Services Director — Chief Financial Officer Kreimeier addressed the issue stating that A. Kreimeier Revenue Cost Specialists has been working closely with city staff to update the prior plan of costs for Comments various fees and charges. Mr. Eric Johnson of Revenue Cost Specialist (RCS) addressed (lie issue detailing how lie prepared the- E. Johnson study stating that he reviewed the City budget as if it were a business and looked at what the cost is to RCS provide services to customers and a time allocation process. Lengthy discussion was held regarding (lie increase in planning and building fees, of which it was noted Lengthy discussic that a public hearing would be held on these fees on July 19, 2010. Other items discussed were carnival worker permit, planning appeal fees, animal license fees, final tract map fees, noise disturbance response policy, street sweeping, and it was requested to look into cost recovery for noise disturbance. Moved by Mayor Pro -Tem Gonzales, seconded by Councilmennber Carrillo and unanimously carried to Adjourn adjourn. TIME ADJOURNMENT: 8:56 P.M. NEXT RESOLUTION NO. 10-C41. (City) NEXT RESOLUTION NO. 10-R24(Agency) 06/28/10 PAGE TWO