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HomeMy WebLinkAbout1998-06 Recorder/Audit CommRESOLUTION NO. '~"' ~ A RESOLUTION CHANGING THE COMPOSITION OF THE MUNICIPAL AUDIT COMMITTEE BY MAKING THE CITY RECORDER AN EX OFFICIO MEMBER AND REPEALING RESOLUTION NO. 95-24. RECITALS: A. The role and responsibilities of the Municipal Audit Committee were established in June 1991 pursuant to Resolution 91-16. The committee was re- established in 1995 with modified objectives and responsibilities as set forth in Resolution 95-24. B. The city council desires to modify the composition of the committee by making the city recorder an ex officio member. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Committee Established. The Municipal Audit Committee is established and shall consist of four voting members and one ex-officio, non-voting member. The committee may request the presence of any city official at its meetings. SECTION 2. Terms, Qualifications, Vacancies. A. The voting members shall be appointed by the city council and shall consist of one council member, one budget committee member, and two citizens at large. The terms of the council member and budget committee member shall be for one year each expiring on April 30 of each year; and the terms for the citizens at large shall be for three-year terms, expiring on April 30, or until their respective successors are appointed and qualified; provided that in the first instance the terms of the initial citizen- at-large members shall be staggered for two and three years. The city recorder shall be an ex officio, non-voting member of the committee. B. In making the appointments, the council shall give preference to persons with accounting or auditing experience, background or expertise. C. Any committee member, other than the city recorder, who is absent, without prior permission from the committee chair, from two or more meetings in a one-year period shall be considered no longer active and the position vacant, and a new person shall be appointed to complete the term. PAGE 1 - RESOLUTION CHANGING COMPOSITION OF AUDIT COMMITTEE (p:ord~audit.comm98.res) SECTION 3. Quorum and Rules. Three voting members shall constitute a quorum. The committee shall establish rules for its meetings and shall meet at least semi- annually and at such other times as may be necessary. SECTION 4. Responsibilities. The committee shall be responsible to: A. Recommend to the council an independent firm of certified public accountants to perform the annual audit of the city. B. Analyze and report to the council significant findings in the annual audit report and make recommendations regarding such findings. C. Make recommendations, if any, to the council regarding the following financial documents: 1. Annual financial statements, 2. Management letter submitted by the independent auditor, and 3. Response to management letter submitted by city staff. SECTION 5. Reports. The committee shall submit copies of minutes of its meetings to the council. Reports or recommendations of the committee shall be considered advisory in nature and shall not be binding on the mayor or city council. SECTION 6. Repeal. Resolution No. 95-24 is repealed. This resolution was read by title only in accordance with Ashland Municipal Code § 2.04.090 duly PASSED and ADOPTED this Barbara Christensen, City Recorder SIGNED and APPROVED this ~' day of day of May ,1998. ~ ,1998. Catherine M. Shaw, Mayor R~/./~~o form:_.. Paul Nolte, City Attorney PAGE 2 - RESOLUTION CHANGING COMPOSITION OF AUDIT COMMITTEE (p:ord~audil.(:omm98.res)