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REGULAR MEETING NOVEMBER 28, 2016 Councilmember Tim Scott made a motion to accept Substitute Bill No. 69 -16. Councilmember Karen White seconded the motion which carried by a voice vote of eight (8) ayes. Councilmember Karen White, Chair of the Personnel and Finance Committee, reported that they met and send this bill forward with a favorable recommendation. John Murphy, City Controller with offices on the 12th Floor of the County -City Building, stated that in 2015 the State legislature passed a law requiring all local governments to develop an internal control policy. He stated that there have been a number of policies implemented in South Bend government. There is a rigorous audit conducted by the State Board of Accounts on the City, but there has not been a totally integrated, codified policy. The State has developed a template consisting of seventeen (17) points. The City has modified it, looking toward other cities as well as using its own ideas. The City is required to get that adopted by City Council prior to the end of the year. In addition to the policy, there is a task force charged with looking at all City financial policies such as cash policies, fixed -asset policies, accounts - payable policies. The team consists of Deputy City Controller Jen Hockenhull, Ken Glowacki of the Police Department, Danny Copenhauer of the Fire Department, and Amy O'Connor of the Department of Administration and Finance. They are putting together a more formalized document for release and publication in the first half of 2017. The City is also required by law to include training on internal controls. Seventeen (17) of the City's fiscal officers were trained in May, and eight (8) were trained in March. Mr. Murphy stated, We need to, however, do some additional training. Other officials and regular employees of the City will need to do this training. Mr. Murphy stated that between all these activities, the City should be compliant with State law. Those of the public wishing to speak in favor of the bill: Jesse Davis, P.O. Box 10205, South Bend, IN, stated that if this is doing what he thinks it is doing, then he is absolutely in favor of it. Mr. Davis wondered, though, if this would solve the issue by which a large amount of equipment mysteriously appeared in the County -City Building. He stated that he had tried to get a list of the equipment and that he had so discovered that another set of equipment appeared at a second building on Lafayette Street. He sent in a FOIA request and was informed by city attorneys that this was under State Police investigation that the Feds were involved in it and that when the investigation was complete, they would get back to him. He has not heard anything in two (2) years. Mr. Davis asked if this would be a measure to hold officials and employees accountable, to create more transparency. He stated that he would submit a new FOIA to determine whether or not the investigation had been completed. No one from the public wished to speak in opposition to the bill. City Controller John Murphy returned to the podium to offer a rebuttal. Mr. Murphy stated that the policy was indeed designed to hold those in government accountable and to increase awareness of internal controls. He stated that the incident that Mr. Davis referred to would fall under the purview of this policy, as there is zero tolerance for any kind of theft of equipment or cash. Councilmember Dr. David Varner made a motion that Substitute Bill No. 69 -16 be sent to the full Council with a favorable recommendation. Councilmember Regina Williams- Preston seconded the motion which carried by a voice vote of eight (8) ayes. RISE AND REPORT Councilmember Oliver Davis made a motion to rise and report to full Council. Councilmember Tim Scott seconded the motion which carried by a voice vote of eight (8) ayes. REGULAR MEETING RECONVENED Be it remembered that the Common Council of the City of South Bend reconvened in the Council Chambers on the fourth floor of the County -City building at 9:07 p.m. Council President Tim Scott presided with eight (8) members present. 15