Governance and Audit Committee CALL TO ORDER Thursday, June 1, 2017 MINUTES The Regular Meeting of the Governance and Audit Committee ( Committee ) was called to order at 4:05 p.m. by Chairperson Bruins in Conference Room 157, County Government Center, 70 West Hedding, San José, California. 1. ROLL CALL Attendee Name Title Status Jeannie Bruins Chairperson Present Cindy Chavez Member Present Glenn Hendricks Member Present Sam Vice Chairperson Absent Teresa O Neill Member Present A quorum was present. 2. PUBLIC PRESENTATIONS There were no Public Presentations. 3. ORDERS OF THE DAY There were no Orders of the Day. CONSENT AGENDA 4. Regular Meeting Minutes of May 4, 2017 M/S/C (Chavez/Hendricks) to approve the Regular Meeting Minutes of May 4, 2017. 5. Follow-Up on the Trapeze OPS Pre-Implementation Review on the implementation status of management s action plans contained in the Trapeze OPS Pre-Implementation Review performed during Fiscal Year 2014. NOTE: M/S/C MEANS MOTION SECONDED AND CARRIED AND, UNLESS OTHERWISE INDICATED, THE MOTION PASSED UNANIMOUSLY.
6. Follow-Up on the Public Safety Process Assessment on the implementation status of management s action plans contained in the Public Safety Process Assessment performed during Fiscal Year 2014. APPROVED Consent Agenda Items #4 - #6 REGULAR AGENDA 7. Inventory and Assets Held at Outreach Pat Hagan, Auditor General s Office, provided an overview, highlighting areas of concern and Auditor General s recommendations for consideration. Members of the Committee expressed concern about the security of data stored on computers which have been stored in an offsite storage facility by Outreach & Escort, Inc. (Outreach). M/S/C (Chavez/Hendricks) to review and receive the Auditor General s report on the Inventory and Assets held at Outreach. APPROVED Agenda Item #7 8. Interagency Agreements Risk Assessment Mr. Hagan provided an overview of VTA s interagency agreements and Auditor General s recommendations. Public Comment Roland Lebrun, Interested Citizen, commented on the risks of these contracts to VTA. Members of the Committee requested the following: 1) interagency agreements be made searchable; 2) future agreements have an executive summary; 3) the policy framework be brought to the Board; and 4) compile data on contract trends. Governance and Audit Committee Minutes Page 2 of 5 June 1, 2017
M/S/C (Chavez/Hendricks) to review and receive the Auditor General s report on the Interagency Agreements Risk Assessment. Further, the Committee requested that a policy framework and searchable interagency agreements be included in the action plan. APPROVED Agenda Items #8 Agenda Items #9 and #10 were heard together. 9. Follow-Up on the Sheriff s Office Contract Compliance Internal Audit 10. Follow-Up on the Operator Scheduling Assessment Bill Eggert, Auditor General, provided an overview of the Sheriff s Office Contract Compliance Internal Audit and the Operator Scheduling Assessment. on the implementation status of management s action plans contained in the Sheriff s Office Contract Compliance Internal Audit performed during Fiscal Year 2013. APPROVED Agenda Item #9 on the implementation status of management s action plans contained in the Operator Scheduling Assessment performed during Fiscal Year 2015. APPROVED Agenda Item #10 11. Review Status of Internal Audit Work Plan Mr. Eggert provided an overview, noting that some projects are in progress and an update will be provided at the September meeting. Governance and Audit Committee Minutes Page 3 of 5 June 1, 2017
On order of Chairperson Bruins and there being no objection, the Committee received an update from Auditor General Office staff on the status of projects contained in the current Internal Audit Work Plan. 12. Applications to Serve on the 2016 Measure B Citizens Oversight Committee Jim Lawson, Government Affairs Director & Executive Policy Advisor, provided an overview, highlighting the following: 1) 21 out of the 46 applications received to serve on the 2016 Measure B Citizens Oversight Committee were complete, noting no applications were received in the legal category; 2) members of the Evaluation Subcommittee are submitting their nominees for each position; and 3) it is anticipated that the Evaluation Subcommittee will provide a report at the Board meeting. On order of Chairperson Bruins and there being no objection, the Committee reviewed and received the applications from individuals seeking to serve on the 2016 Measure B Citizens Oversight Committee evaluated by the Board subcommittee. OTHER ITEMS 13. Items of Concern and Referral to Administration There were no Items of Concern and Referral to Administration. 14. Review Committee Work Plan Nuria I. Fernandez, General Manager and CEO, provided a brief overview of the work plan and noted the next Committee meeting is scheduled for September 7, 2017, highlighting key items scheduled for the meeting. On order of Chairperson Bruins and there being no objection, the Committee reviewed the Committee Work Plan. 15. Committee Staff Report There was no Committee Staff Report. 16. Chairperson s Report There was no Chairperson s Report. 17. Determine Items for the Consent Agenda for future VTA Board of Directors Meetings CONSENT: Agenda Item #5., Review and receive the Auditor General s follow-up report on the implementation status of management s action plans contained in the Trapeze OPS Pre- Implementation Review performed during Fiscal Year 2014. Governance and Audit Committee Minutes Page 4 of 5 June 1, 2017
Agenda Item #6., Review and receive the Auditor General s follow-up report on the implementation status of management s action plans contained in the Public Safety Process Assessment performed during Fiscal Year 2014. Agenda Item #7., Review and receive the Auditor General s report on the Inventory and Assets Held at Outreach. Agenda Item #8., Review and receive the Auditor General s report on the Interagency Agreement Risk Assessment. Agenda Item #9., Review and receive the Auditor General s follow-up report on the implementation status of management s action plans contained in the Sheriff s Office Contract Compliance Internal Audit performed during Fiscal Year 2013. Agenda Item #10., Review and receive the Auditor General s follow-up report on the implementation status of management s action plans contained in the Operator Scheduling Assessment performed during Fiscal Year 2015. REGULAR: 18. ANNOUNCEMENTS Ms. Fernandez announced VTA will hold a Lesbian, Gay, Bisexual, Transgender, and Queer (LGBTQ) lunchtime event on June 22, 2017, at VTA s headquarters. 19. ADJOURNMENT On order of Chairperson Bruins and there being no objection, the Committee was adjourned at 5:00 p.m. Respectfully submitted, Thalia Young, Board Assistant VTA Office of the Board Secretary Governance and Audit Committee Minutes Page 5 of 5 June 1, 2017