MEETING OF THE Budget and Finance Subcommittee MEETING DATE March 10, 2016 TIME 12:00 p.m. (via phone) LOCATION Valley Metro 101 N. 1st Ave., 10th Floor Lake Mead Conference Room Phoenix, AZ 85003 VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433 March 4, 2016 Budget and Finance Subcommittee Thursday, March 10, 2016 10th Floor, Lake Mead Conference Room 101 N. 1st Avenue, 10th Floor 12:00 p.m. (via phone) For those participating by telephone, please mute your phone when not speaking. Action Recommended 1. Public Comment 1. For information A 15-minute opportunity will be provided to members of the public at the beginning of the meeting to address the Board on all agenda items. The Chair may recognize members of the public during the meeting at his/her discretion. Up to three minutes will be provided per speaker or a total of 15 minutes total for all speakers. 2. Minutes 2. For action Minutes from the February 11, 2016 BFS meeting are presented for approval. 3. Refunding Bond Issuance Authorization – Third 3. For action Supplemental Resolution Scott Smith, Interim Chief Executive Officer, will introduce Paul Hodgins, Manager, Revenue Generation and Financial Planning, who will request that the BFS forward to the Board of Directors authorization for the issuance of tax- exempt, senior lien refunding bonds in Fiscal Year 2016. This authorization action is the Third Supplemental Resolution in accordance with Master Resolution adopted by the Board in 2009. 4. Valley Metro RPTA Budget and Finance Subcommittee 4. For action Name Change, Scope Expansion, and Inclusion of Valley Metro Rail (VMR) Representation Scott Smith, Interim CEO, will request that the BFS forward to the Boards of Directors the resolution defining the role 1 and membership of the Audit and Finance Subcommittee (AFS.) 5. Future BFS Agenda Items 5. For information Chair Williams will request future BFS agenda items from members and John McCormack will review the proposed future BFS agenda items. 6. Next Meeting 6. For information The next meeting of the BFS is April 14, 2016 at 12:00 p.m. Qualified sign language interpreters are available with 72 hours notice. Materials in alternative formats (large print, audiocassette, or computer diskette) are available upon request. For further information, please call Valley Metro at 602-262-7433 or TTY at 602-251-2039. To attend this meeting via teleconference, contact the receptionist at 602-262-7433 for the dial-in-information. The supporting information for this agenda can be found on our web site at www.valleymetro.org DATE AGENDA ITEM 1 March 4, 2016 SUBJECT Public Comment PURPOSE A 15-minute opportunity will be provided to members of the public at the beginning of the meeting to address the BFS on all agenda items. The Chair may recognize members of the public during the meeting at his/her discretion. BACKGROUND/DISCUSSION/CONSIDERATION None COST AND BUDGET None COMMITTEE PROCESS None RECOMMENDATION This item is presented for information only. CONTACT John P. McCormack Chief Financial Officer 602-495-8239 [email protected] ATTACHMENT None VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 602-262-7433 DATE AGENDA ITEM 2 March 4, 2016 Summary Minutes Valley Metro RPTA Budget and Finance Subcommittee Thursday, February 11, 2016 Lake Mead Conference Room 101 N. 1st Avenue, 10th Floor Phoenix, AZ 12:00 p.m. Members Present Councilmember Thelda Williams, City of Phoenix (Chair) Councilmember Eric Orsborn, City of Buckeye Councilmember Jenn Daniels, Town of Gilbert (via phone) Councilmember Suzanne Klapp, City of Scottsdale Councilmember Skip Hall, City of Surprise Chair Williams called the meeting to order at 12:02 p.m. 1. Public Comment None. 2. Minutes Minutes from the January 11, 2016 BFS meeting were presented for approval. IT WAS MOVED BY COUNCILMEMBER HALL, SECONDED BY COUNCILMEMBER ORSBORN AND UNANIMOUSLY CARRIED TO APPROVE THE JANUARY 11, 2016 BFS MINUTES. 3. Request for Proposal (RFP) for Financial Audit Services Mr. McCormack said this is an action item for the Budget and Financial Subcommittee to recommend to the Board of Directors authorization for the CEO to issue an RFP under a joint procurement process with Valley Metro Rail for contracted financial audit services. The audit services that we have completed over the last five years were with Heinfeld and Meech. We have a five-year rotation, so after five years the auditor is replaced and we go out and we solicit another auditor for the upcoming five-year period. Baseline services here that are in the program are expressing an opinion on the financial statements, testing internal controls for federal programs. There's a review of VALLEY METRO • 101 N 1ST AVE • STE 1300 • PHOENIX AZ • 85003 • 602-262-7433 our National Transit Database information that we submit. These are statistics, primarily operating statistics that impact the formula of federal funds. Ultimately the FTA is able to see passenger miles delivered and compare those by region and that drives the amount of federal funds that some to the region, so there's an audit process that ensures those numbers are correct. And, as I mentioned, we have a mandatory rotation to a new auditor. Essentially for the financial statement review, there's testing of account balances and the internal controls looking for material issues significant enough to make those financial statements reliable to the reader. And then a review of the elements of the comprehensive annual financial report, the management and discussion analysis in which we describe what the significant changes were during the course of the year, and required supplemental information such as how we did versus the budget. These are additional information pieces that are included in the CAFR. With respect to the single act audit, as I mentioned, these look at internal controls for federal programs. They test transactions where federal grants are involved to make sure that we are in compliance with the federal regulations and the compliance with OMB Circular A133, which describes how overheads are allocated and what are eligible costs under the federal programs. And the NTD information I described that to you a moment ago, is used as part of the federal funding allocation. It also is used by transit providers to gauge the effectiveness of and efficiency of their systems. You'll see some of that information a little bit later in transit performance report. This year I included some supplemental services, so there are -- these are agreed upon procedures which would be a review of travel, credit card procurement financial controls. They would include a review of the policies and procedures and how the test transactions how we complied with those policies and procedures. And the auditor would provide a report of findings not only in conformance with our own procedures but in conformance with best practices. So this is the recommendation that I'm seeking today and I'm happy to answer any questions that you might have. Chair Williams said does anyone have any questions? Councilmember Hall said so this would have been anyway without the supplemental? In other words, this is a five year -- we're making that five-year move; right? Is that what you're saying, John? Mr. McCormack said we would be making this procurement at this time anyway regardless because we are at the end of the five-year cycle. The only difference is that we're adding these supplemental internal control review procedures to the base of audit services that we've been buying from Heinfeld and Meech and from prior to them 2 CliftonLarsonAllen in the prior period. IT WAS MOVED BY COUNCILMEMBER ORSBORN, SECONDED BY COUNCILMEMBER HALL AND UNANIMOUSLY CARRIED TO FORWARD TO THE BOARD OF DIRECTORS AUTHORIZATION FOR THE INTERIM CEO TO ISSUE A RFP UNDER A JOINT PROCUREMENT PROCESS WITH VALLEY METRO RAIL, INC. FOR CONTRACTED FINANCIAL AUDIT SERVICES. THE PROCUREMENT PROCESS TO BE USING STATE OF ARIZONA STATEWIDE FINANCIAL AUDITING SERVICES RFP. 4. Valley Metro RPTA and Valley Metro Rail Budget and Finance Subcommittee Structure Modification Mr. McCormack said thank you, I don't have a PowerPoint on this one, so we're going to have to kind of look at the memo itself, but as some of the discussions recently with the boards looking to create an additional VMR presence, in the Budget and Finance Subcommittee. What we're proposing to do is to have a combined committee where there would be disclosure on the RPTA financial matters and the VMR financial matters around this table. In order to do that, what you have on the second page is the current roster of BFS members showing their terms. The way it's structured today, we have a permanent seat with the City of Phoenix, we have two West Valley city members, two East Valley city members. The proposal is that in order to incorporate VMR, we would have one additional VMR member, that is, of the four members, other than the City of Phoenix, one of those would be a rail member, sit on the rail board. So we would have five members from RPTA and two of the five members would also sit on the rail board. And that's the proposal. We had thought about expanding the group, but we get into some issues with a quorum. Because there's five members of the rail board, if we were to bring more than two together, we would have a quorum for Valley Metro Rail's board. So leaving the number at five seemed to be the appropriate thing and then to add an additional rail member seemed the most logical.