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P a C K E T GLENDALE AUDIT COMMITTEE VIA TELECONFERENCE ONLY Welcome to the Glendale Audit Committee Meeting. If You Have Any Ag

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P a C K E T GLENDALE AUDIT COMMITTEE VIA TELECONFERENCE ONLY Welcome to the Glendale Audit Committee Meeting. If You Have Any Ag P A C K E T GLENDALE AUDIT COMMITTEE VIA TELECONFERENCE ONLY Welcome to the Glendale Audit Committee Meeting. If you have any agenda related questions or requests for assistance, call the Finance Department at (818) 548-2085 during business hours. Audit Committee Meetings are archived and available for viewing on the City’s website at https://www.glendaleca.gov/government/public-meeting-portal. Audit Reports are available for viewing on the following link: https://www.glendaleca.gov/government/departments/innovation- performance-and-audit/audit-reports. PLEASE TURN OFF CELLULAR PHONES WHILE INSIDE THE COUNCIL CHAMBER. In compliance with the Americans with Disabilities Act (ADA) of 1990, auxiliary hearing aids, sign language translation, and Braille transcripts are available upon request. Assisted listening devices are available same-day upon request. At least 48 hours (or two business days) notice is required for requests regarding sign language translation and Braille transcription services. All documents related to open session items on this agenda that are received less than 72 hours prior to this meeting, and are public records, will be available for review in the Office of the City Clerk, 613 E. Broadway, RM 110, Glendale, CA 91206. Translation services are provided for meetings through the use of bilingual staff for speakers who wish to utilize the service as available. Speakers should state their request by contacting the City Clerk’s office at (818) 548-2090, at least 24 hours prior to the scheduled meeting. Please specify the language for which you require translation. The exclusive use of City provided interpreters is not required and persons are welcome to use their own interpreter or speak in their native language. JANUARY 28, 2021 AT 2:00 PM Due to the evolving situation with the COVID-19 novel coronavirus and health recommendations from the LA County Health Department, the Glendale Audit Committee meeting will be available to the public electronically. Due to social distancing requirements, the public will not be able to attend the meeting. The public is encouraged to watch and participate from the safety of their homes to practice social distancing. The meeting can be viewed: On local cable: Charter Cable Channel 6 and AT&T U-verse Channel 99. Streaming Online: https://www.glendaleca.gov/government/public-meeting-portal For public comments and questions during the meeting call (818) 937-8100. City staff will be submitting these questions and comments in real time to the appropriate person during the Glendale Audit Committee meeting. 1. ROLL CALL 2. BUSINESS AGENDA a. Report of Recording Secretary, re: Posting of Agenda The Agenda for the January 28, 2021 Audit Committee Meeting was posted on Monday, January 25, 2021 on the bulletin board outside City Hall. 3. ORAL COMMUNICATIONS Discussion is limited to items not a part of this agenda. Each speaker is allowed 3 minutes. The Committee may question or respond to the speaker but there will be no debate or decision. The Audit Committee Chair may refer the matter to staff for investigation and report. 4. APPROVAL OF MINUTES a. Minutes of the Audit Committee meeting held on October 29, 2020. 5. ACTION ITEMS 6. REPORTS - INFORMATION a. Internal Audit Activity Report as of 12/31/2020 – Jessie Zhang, Internal Audit Manager b. Comprehensive Annual Financial Report (CAFR) and Report to the Audit Committee from CliftonLarsonAllen LLP – Theresa Clark, Finance Accounting Manager 7. AUDIT COMMITTEE/STAFF COMMENTS 8. NEW BUSINESS 9. ADJOURNMENT CITY OF GLENDALE AUDIT COMMITTEE MINUTES October 29, 2020 Due to the ongoing COVID-19 pandemic, social distancing requirements, and health recommendations from LA County Public Health Department, this meeting was conducted remotely. The Audit Committee members and staff utilized video conferencing in order to participate in the meeting. Four individuals were present in the meeting room: Audit Committee Chair, Zareh Amirian, Deputy City Manager, John Takhtalian, IPA Director, Elena Bolbolian, and Internal Audit Manager, Jessie Zhang. 1. ROLL CALL: 2:00 PM Present: Zareh Amirian, Ed Khashadourian, Thomas O’Shaughnessy, Alex Parajon and Vahik Satoorian (absent) 2. BUSINESS AGENDA: A. Posting of Agenda The Agenda for the Audit Committee meeting of October 29, 2020 was posted on Monday, October 26, 2020 on the Bulletin Board outside City Hall and posted on the City’s website. 3. ORAL COMMUNICATIONS: None. 4. APPROVAL OF MINUTES: A. Minutes of the Audit Committee meeting held on Thursday, July 30, 2020 Moved: Thomas O’Shaughnessy Second: Ed Khashadourian Vote as follows: Ayes: Ed Khashadourian, Thomas O’Shaughnessy, Alex Parajon, and Zareh Amirian Noes: Absent: Vahik Satoorian 5. ACTION ITEMS: None. 1 6. REPORTS – INFORMATION: A. Internal Audit Activity Report as of 09/30/2020 – Jessie Zhang, Internal Audit Manager Ms. Jessie Zhang, Internal Audit Manager, presented the Internal Audit activity for the quarter ended on September 30, 2020. Three projects were completed during this time period: the second Payment Card Industry (PCI) Compliance audit, the Sewer Billing Audit, and the False Alarm Contract Audit. Ms. Ani Antanesyan, Internal Auditor, made a presentation on the Sewer Billing Audit. Ms. Antanesyan and Mr. Edward Hitti, Assistant Director of Public Works, answered questions from the Committee Members. Mr. Sameel Salim, Senior Internal Auditor, presented on the second PCI Compliance audit of the calendar year and answered questions. Ms. Natalie Minami-Valdivia, Senior Internal Auditor, made a presentation on the False Alarm Contract Audit. Ms. Minami-Valdivia, Police Chief Carl Povilaitis, and Ms. Alison Finch, Public Safety Business Administrator, answered questions from Committee members. Jessie Zhang, also provided a general update on reports, projects in progress, continuous audits, quarterly follow-up status, outstanding audit issues, and advisory services conducted by Internal Audit. Ms. Zhang answered questions related to the quarter updates. 7. AUDIT COMMITTEE/STAFF COMMENTS: Committee Member O’Shaughnessy asked whether it would be appropriate to consider looking into audit on differences and changes in City fees due to the pandemic. Deputy City Manager, John Takhtalian responded that the City annually looks at fees as part of the budget adoption process. Chair Amirian recommended that this discussion take place under New Business. Chair Amirian commended the productivity of staff and City operations despite the pandemic and the trying events taking place nationwide. Chair Amirian also commented on the ongoing global issue of the disputed region of Nagorno-Kharabakh, directly condemning acts of aggression and violence against Armenians. Chair Amirian expressed his appreciation of City Council and the City of Glendale for the resolution on recognizing the Independence of Artsakh. Committee Member O’Shaughnessy added comments in support and advised that it would be a good idea to connect on an international level with the United Nations in order to preserve humanitarian efforts to make change and stated that he would be looking to reaching out to Ireland’s Counsel General as well. 8. NEW BUSINESS: Discussions continued on the topic of a potential audit on City fees given the pandemic as raised by Committee Member O’Shaughnessy. Chair Amirian responded that City Council should have the authority to evaluate an audit on City fees and service costs, and that if the opportunity is taken then staff can work on and bring back a report, if needed. 9. ADJOURNMENT: Moved: Ed Khashadoruian Second: Thomas O’Shaughnessy Adjournment at 3:45 PM 2 DATE: January 28, 2021 TO: Audit Committee Members CC: Roubik Golanian, Interim City Manager Elena Bolbolian, Director of Innovation, Performance and Audit Michele Flynn, Director of Finance Mike Garcia, City Attorney John Takhtalian, Deputy City Manager City Council FROM: Jessie Zhang, Internal Audit Manager SUBJECT: Internal Audit Activity Report as of December 31, 2020 The purpose of this memo is to report on the Internal Audit activity for the quarter ended December 31, 2020. The report includes seven sections as highlighted below: 1. Projects Completed 2. Projects in Progress 3. Continuous Auditing 4. Status of Outstanding Audit Issues 5. Status of Outstanding Priority 1 Audit Issues 6. Status of Outstanding Audit Issues Meeting Audit Committee Discussion Criteria 7. Advisory Services 1. Projects Completed The table below provides a summary of the projects completed during the quarter ended December 31, 2020. Actual Project # Project Title -- Department Date Issued Hours Plan # 2021-04 Payroll Codes Audit December 22, 2020 552 8 Pandemic Response Plan Gap Carry-over 2021-05 December 29, 2020 581 Analysis 4 2. Projects in Progress As of December 31, 2020, there was one project in progress. The Dell Contract Audit is a replacement project as requested by the Chief Information Officer. This audit replaces the previously planned audit on Asset Management per the Fiscal Year 2020-21 Internal Audit work plan. The table below provides a summary of the audit objective for this project. Project Title – Department Audit Objective(s) Plan # Dell Contract Audit Adequate controls over contract administration. NA 3. Continuous Auditing During the past quarter, Internal Audit worked on one continuous auditing project. The table below provides a summary of this project. Test Subject Objective(s) Test Description and Status Duplicate Payments To identify if adequate Internal Audit completed a test of payments Tests controls exist to ensure made from April 1 to June 30, 2020. One that no duplicate duplicate payment was identified. One instance payments were issued. of an inaccurate payment to a vendor was also identified. The test results along with detailed supporting documentation were provided to the department heads for appropriate follow-up action. A memo was issued to the Finance Department and applicable departments on November 17, 2020. 4. Follow-up Status on Outstanding Audit Issues Internal Audit conducted quarterly follow-up on outstanding audit issues. There were 8 projects with a total of 40 audit issues, of which 12 were implemented and 28 were outstanding as of December 31, 2020.
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