Finance, Audit, Compliance and Review Committee Meeting Minutes -  DRAFT - August 10, 2010
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Finance, Audit, Compliance and Review Committee Meeting Minutes - DRAFT - August 10, 2010

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Finance, Audit, Compliance and Review Committee Meeting Minutes 4000 West Broad Street, Board Room Richmond, Virginia August 10, 2010 10:00am Present: Mr. J. Brent Clarke, III, Committee Chairman and Mr. Charles Yates; Absent: Mr. John Montgomery; Executive Director: Robert "Bob" W. Duncan; Chief Operating Officer: Mr. Matt Koch; Senior Leadership Team: Mr. Gary Martel, Mr. Charlie Sledd, Mr. Larry Hart, Dr. Joice Conyers; Internal Auditor: Mr. John Allen. (Listen: Call to Order and Welcome) The Chairman welcomed everyone and called the meeting to order at 10:00am. A quorum was present for this meeting. Approval of May 6, 2010 Committee meeting Minutes: (Listen) The Chairman called for a motion to approve the minutes of the May 6, 2010 meeting minutes. Mr. Yates made the following motion: Mr. Chairman, I hereby move the minutes of the meeting be approved as submitted. Motion Seconded and approved unanimously by the committee. Yates and Clarke. Public Comments: (Listen) The Chairman called for Public Comments. Hearing none, the Chairman moved forward with the agenda. Committee Charter Review: (Listen | View Presentation) The Chairman called on Mr. Matt Koch, Chief Operating Officer to conduct the review of the Finance, Audit, and Compliance Committee Charter. The Charter set forth the duties and responsibilities of the Committee. Mr. Koch presented possible changes to the Charter as received by staff for the Committee's ...

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Finance, Audit, Compliance and Review Committee
Meeting Minutes
4000 West Broad Street, Board Room
Richmond, Virginia
August 10, 2010
10:00am
Present:
Mr. J. Brent Clarke, III, Committee Chairman and Mr. Charles Yates;
Absent
:
Mr.
John Montgomery;
Executive Director:
Robert "Bob" W. Duncan;
Chief Operating Officer
:
Mr. Matt Koch;
Senior Leadership Team
:
Mr. Gary Martel, Mr. Charlie Sledd, Mr. Larry Hart,
Dr. Joice Conyers;
Internal Auditor
:
Mr. John Allen.
(
Listen: Call to Order and Welcome
)
The Chairman welcomed everyone and called the meeting to order at 10:00am.
A quorum was
present for this meeting.
Approval of May 6, 2010 Committee meeting Minutes
: (
Listen
) The Chairman called for a
motion to approve the minutes of the May 6, 2010 meeting minutes.
Mr. Yates made the
following motion:
Mr. Chairman, I hereby move the minutes of the meeting be approved as
submitted.
Motion Seconded and approved unanimously by the committee.
Yates and
Clarke.
Public Comments:
(
Listen
) The Chairman called for Public Comments.
Hearing none, the
Chairman moved forward with the agenda.
Committee Charter Review
: (
Listen
|
View Presentation
) The Chairman called on Mr. Matt
Koch, Chief Operating Officer to conduct the review of the Finance, Audit, and Compliance
Committee Charter.
The Charter set forth the duties and responsibilities of the Committee.
Mr.
Koch presented possible changes to the Charter as received by staff for the Committee's
consideration and discussion.
A discussion was held by the Committee, Director and staff.
Following the discussion, the Chairman indicated he would discuss the changes as presented with
Committee Member, Mr. John Montgomery and Board Chairman, Mr. Jimmy Hazel.
This item
will be carried forward to the next meeting for further consideration.
The Chairman thanked Mr. Koch for his presentation.
FY2010 Year End Financial Reports (Budget to Actual & Review):
(
Listen
|
View
Presentation
) The Chairman called on Mr. Gary Martel and Mr. John Moore to present the
FY2010 Year End Financial Reports (Budget to Actual & Review).
Mr. Martel stated during this
past fiscal year, the Agency demonstrated sound financial management practices.
Revenues were
0.27% below projections and Expenditures were 6.4% below budget.
A conscientious use of cash
balances to fund capital improvements had been made.
A discussion was held by the Committee, Director and Staff.
The Chairman thanked Mr. Martel
and Mr. Moore for their report.
FY2011 Budget Update
:
(
Listen
|
View Presentation
) The Chairman called on Mr. Gary Martel
and Mr. John Moore to present an update to the FY2011 Budget.
During the June Board
Meeting, the Board approved the FY2011 Budget.
Since that time, the Agency has incurred
Draft Page 1 of Draft Page 4
additional expenses during this fiscal year. External increases include nearly $500,000 in VITA
fee increases and $1,000,000 to fund a state-mandated 3% bonus for employees in December.
The Agency proposes to cover potential land acquisition projects by maximizing federal
reimbursement and using appropriate cash balances. This action will fully leverage all fund
sources.
A discussion was held by the Committee, Director and Staff.
The Chairman thanked Mr. Martel
and Mr. Moore for their report.
Future Funding Strategies
: (
Listen
|
View Presentation
) The Chairman called on Mr. Matt Koch
to present the Future Funding Strategies for the Agency.
Mr. Koch reported that the Director and
staff have been working with the Board Chairman and the Sportsman's Caucus on future funding
initiatives for the Agency.
The main focus of funding is to reduce legislative exemptions,
increase Board authority, and creating a more flexible, timely, and sustainable license fee
mechanism.
The Agency has broad awareness/support from the Board, current Administration and the Agency
Advisory Group made up of 36 external groups. Mr. Koch presented 3 pricing-models that would
work together to achieve these goals:
A CPI-Adjusted model for basic licenses; multi-year
discount model for lifetime licenses and formula-based model for special licenses. The
recommended next steps are to bring this forward from the Committee during the August Board
Meeting and pursuing legislative changes. A discussion was held by the Committee, Director and
Staff.
Following the discussion, the Committee recommended this presentation be given during the
August Board meeting during the Finance, Audit, and Compliance Committee Report.
The
Chairman also stated he would contact the Board Chairman to develop a work group to review
these initiatives.
The Chairman thanked Mr. Koch for his report.
Following this report the Chairman called for a 30 minute lunch break.
Following lunch,
the Chairman called for the remaining agenda items.
Small Purchase Charge Card Report
: (
Listen
) The Chairman called on Mr. John Moore to
present the Small Purchase Charge Card Report (SPCC).
Mr. Moore reported during this audit
period there were 3 minor findings that needed correction.
These have been addressed with the
supervisors and staff.
The Chairman thanked Mr. Moore for his report.
Internal Auditor's Report:
(
Listen
|
View Presentation
) The Chairman called on Mr. John Allen
to present the Internal Auditor's Report.
Mr. Allen reported 2 reports have recently been
completed:
Retest for Duplicate Travel Voucher Reimbursements and the IT Security Audit.
Mr.
Allen is currently auditing the Director's Office Expenditures for 7 months ending July 31, 2010.
A discussion was held by the Committee, Director and staff. The Chairman thanked Mr. Allen for
his report.
Draft Page 2 of Draft Page 4
Media Services Report:
(
Listen
) The Chairman called on Mr. Lee Walker to present the 4th
Quarter Media Services Report.
Mr. Walker gave the following report:
Approximately 135 media inquiries/interview
Major media issues during the quarter:
CWD Public Meeting and management strategies announced
Inquiries about boating fatalities
Inquiries about hunting fatalities
The proposed shooting range in Powhatan
Bears
The draft elk management plan
Operation Dry Water
12 news releases
Major Initiatives during the quarter:
CWD Communications Plan
Elk Communications Plan
Participation in both the Recreational Boating and Fishing Foundation grant
marketing to lapsed fishing license holders and the National Shooting sports
Foundation grant on evaluating lapsed hunting license buyers.
Outdoor Report is currently distributed to more than 29,400 email addresses.
Preparations for the Virginia Outdoor Sportsman Show
Video Productions, Website/Social Media
Publications
Marketing
2010 DGIF/RBFF Lapsed Angler Direct Mail Marketing Program
2010 Lapsed Hunter Direct Mail Marketing Program
Boating Safety Education.
A discussion was held on the report by the Committee, Director and Staff.
Following the
discussion, the Chairman recommended this report should continue to be made at the Education,
Planning and Outreach Committee Meetings in the future.
The Committee asked the Director to
take the necessary actions for this to occur.
The Chairman thanked Mr. Walker for his presentation.
Director's Report:
(
Listen
) The Chairman called on the Director for his report.
The Director
reported on the following items:
Possible Partnership - Archery in the Schools Program
Pilot Program with the Remington Outdoor Foundation
Possible Partnership - Trout Unlimited
SNR visit to Southwest Virginia
Virginia Outdoor Sportsman's Show
LDP Graduation - September 16, 2010
Draft Page 3 of Draft Page 4
The Chairman thanked the Director for his remarks.
Chairman's remarks
: (
Listen
) The Chairman thanked everyone for their presentations today and
he is looking forward to the next meeting
Additional Business:
(
Listen
) The Chairman called for additional business.
Hearing none, the
Chairman called for a motion to adjourn.
Mr. Yates made the following motion:
Mr. Chairman, Hereby move the meeting be adjourned.
Motion seconded unanimously by Mr. Clarke and Mr. Yates.
Meeting adjourned at 1:20pm.
Respectfully submitted,
Beth B. Drewery, Board Secretary
Board of Game and Inland Fisheries
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