AUDIT COM­MIT­TEE MEET­ING MINUTES

PANA­MA CITY – BAY COUN­TY AIR­PORT AND INDUS­TRI­AL DISTRICT

Open­ing:

The Audit Com­mit­tee Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 3:03 p.m., August 21, 2023 by Chair Will Cramer. 

Roll was called. In atten­dance were: Mr. Ben Lee, Senior Vice Pres­i­dent of Han­cock Whit­ney Bank, Mr. Joy Ginn, Mar­ket Pres­i­dent of Cen­ten­ni­al Bank and Chair Will Cramer, as well as Air­port Staff and Legal Counsel.

2. Role of Audit Committee

Flori­da Statutes require that any unit of local gov­ern­ment be audit­ed and that there be an Audit Com­mit­tee estab­lished to go through the audit selec­tion pro­ce­dures. Attor­ney Cole Davis explained the role and respon­si­bil­i­ties of the Audit Com­mit­tee and the selec­tion process. 

3. Review of Audit Request for Pro­pos­al Document

The Com­mit­tee reviewed the Pro­pos­al Doc­u­ment and select­ed dates for the upcom­ing meetings.

Intro­duc­tions of the Air­port Staff includ­ed Ms. Dar­lene Gor­don, CFO, Ms. Ger­ri Lynn Fair­cloth, Pro­cure­ment Man­ag­er, Mr. Mark Adams, Man­ag­er of Finance and Admin­is­tra­tion, and Mr. Park­er McClel­lan, Exec­u­tive Direc­tor. Air­port Staff will only serve in an advi­so­ry role.

The Pro­pos­al will be post­ed on Demand­Star, the Airport’s web­site, and the Bay Coun­ty Col­umn, both of which will refer any inter­est­ed par­ties to Demand­Star. Demand­Star is used so that the bids can be tracked and any adden­dums can be added or ques­tions asked by par­tic­i­pants and all par­ties will be able to see them. 

4. Autho­riza­tion to Release Audit Request for Proposal

This Item is to accept and release the Pro­pos­al for selec­tion of an Audit Company.

Attor­ney Cole Davis explained that out­side of the Audit Com­mit­tee Meet­ings, com­mit­tee mem­bers are not allowed to talk about the RFP amongst them­selves or with any­one else until it has been accept­ed and approved by the Board.

Mr. Ginn made a motion to Release the Audit Request for Pro­pos­al and Mr. Lee sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 3:18 p.m.

Next meet­ings are scheduled: 

Octo­ber 2, 2023 – Audit Selec­tion Com­mit­tee Meet­ing for Scor­ing Overview — 3:00 p.m.

Octo­ber 16, 2023 – Audit Selec­tion Com­mit­tee Meet­ing for Eval­u­a­tion & Scor­ing — 2:30 p.m.

_________________________________ ________________________________

Lisa Brady, Exec­u­tive Assis­tant Will Cramer, Chair