01/26/1983 Meeting - Laserfiche WebLink

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e e - E. Reports to Council on Fiscal Matters Councilor Holmer referred to the reports councilors receive on expenditures from City funds. He said he had been advised that a modification to the accounting system would give more information on expenditures in excess of $5,000 by fund in the Council Bill Payment Report. He referred to news articles regarding City repayment of certain funds to the Department of Housing and Urban Development and said he was concerned that the matter had not been channeled through the council. He also referred to a November 1, 1982, letter from Peat, Marwick, and Mitchell regarding the recent City audit report and said he felt the council should discuss this report. Councilor Wooten responded that this matter had been addressed at a recent meeting of the Budget Committee, at which Finance Director Warren Wong had reported on City compliance with audit report requests. Tim Sercombe, City Attorney's Office, responded to the HUD repayment issue. He said that a memorandum from himself and from John Porter, Interim Director of the Department of Housing and Community Conservation, explaining the current status of the HUD issue, had been sent to councilors approximately ten days ago. He said that a portion of that memo addressed the matters of cost and accounting for funds. Mr. Sercombe noted that the matter was still under negotiation with HUD and said staff could report directly to the council when negotiations are completed, if that is desired. Mr. Holmer thanked Ms. Wooten and Mr. Sercombe for their information. He noted that his primary concern was that these matters be discussed publicly and agreed that the Budget Committee may be the appropriate forum for such discussions. City Manager Micheal Gleason explained the current procedure on audit reports. He said that the City's approximately 60 different funds were in many cases audited one at a time. He said that staff distributes the audit information to the council and the Budget Committee and then brings a recommendation to the council from staff on how to deal with the audit. He said that a discussion and proposed resolution on the Peat, Marwick, and Mitchell report was scheduled for a February council agenda. He said that when such reports are made the council can agree with the staff recommendation, amend it, or go into more detail. He noted that the council could request a change in that procedure. Mr. Sercombe said that the Community Development Committee had discussed the audit of Community Development Block Grant funds at its January 21, 1983, meeting. He said that the February CDC agenda will include recommendations from staff for policy related to the CDBG program. The CDC will then make recommenda- tions to the council regarding changes in policy and structure changes for the program and expenditure of program funds. Mr. Sercombe also noted that although the Peat, Marwick, and Mitchell report was dated November 1, 1982, it had been received by the City on January 4, 1983. F. Request for Council Member to Serve on Metropolitan Wastewater Management Commission Advisory Committee MINUTES--Eugene City Council January 26, 1983 Page 2