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New Canaan audit subcommittee delegates final CLA engagement, approves minutes and 2025 schedule
Summary
The New Canaan Internal Audit Subcommittee approved meeting minutes, adopted a consistent Wednesday 8:30 a.m. 2025 meeting schedule and authorized the audit subcommittee to finalize the engagement with CLA to begin a procure-to-pay audit, with an expected start in early February.
The New Canaan Internal Audit Subcommittee approved minutes from its Dec. 2 meeting, adopted a regular 2025 meeting schedule (Wednesdays at 8:30 a.m.) and delegated authority to a subcommittee to finalize the engagement with CLA for an initial internal-audit review focused on expenses and payables.
The delegation matters because the audit engagement will scope a procure-to-pay review — procurement process, purchase-card usage, vendor management and accounts-payable controls — and the subcommittee expects to begin work in early February if the engagement statement of work (SOW) and scheduling are finalized. The subcommittee said capital expenditures would be a possible follow-up project separate from the initial scope.
At the meeting members confirmed administrative items first. A motion to approve the Dec. 2 minutes was proposed and seconded; members voted in favor and the motion carried unanimously. The committee then approved the 2025 meeting calendar, which staff and members had coordinated to place meetings consistently on Wednesdays at 8:30 a.m.; that motion was moved by Bill and seconded by Janet and carried unanimously.
Item 3 — the audit-subcommittee report and proposed engagement with CLA — was the main substantive topic. Committee members said the committee met on Jan. 3 (as a separate prior meeting) and that some remaining, largely ministerial drafting items remain before the engagement documentation is final. The subcommittee discussed four work streams for the initial audit: procurement process; purchase-card use and process; vendor-management processes; and accounts-payable (the “procure-to-pay” chain). The subcommittee also said the audit will include a review for related-party transactions as part of that initial scope, but capital projects would likely be handled in a later engagement.
On contract economics and terms, committee members reported that CLA agreed to waive a proposed technology surcharge, and that anticipated travel and miscellaneous expenses are included within the agreed fee. CLA also agreed to an extended invoice window (from 30 to 45 days) before payment. The committee did not disclose the total contract price at the meeting.
Committee members agreed to empower a smaller subcommittee to finish the SOW and related schedule language for the audit engagement and to attach that SOW as a schedule to the master services agreement (MSA). The subcommittee noted that the final signature for the engagement will be executed by Dion (the elected signatory referenced at the meeting). Members said the subcommittee should reconvene the full committee if any issue arises that requires broader discussion. The committee said it hoped to start fieldwork in early February once the SOW is finalized.
No statutes, ordinances or other legal authorities were cited during the discussion. The meeting closed after the delegation vote and the group moved to adjourn.
Ending: The subcommittee's decision to delegate final contractual approval means staff and the small subcommittee will finish the CLA SOW and return to the full committee only if substantive issues arise; members indicated a target to begin the audit engagement in February.
