HomeMy WebLinkAboutDocumentation_Regular_Tab 22_5/9/2019Memorandum
TO:Jim Weinand, Acting Village Manager
CC:Honorable Mayor and Village Council Members
FROM:Lori McWilliams, Village Clerk
DATE:April 22, 2019
SUBJECT:Resolution 15-19 –Creation of Audit Committee
Last year during the approval of the Village’s Audit, Council requested the Village create an Audit
Committee and go back out for RFP. The last time the Village went out to bid was in 2007. Please find
attached Resolution 15-19 approving the establishment of an Audit Committee to assist Council in the
selection of an auditor to conduct the state mandated annual audit.
RECOMMENDATION:
Due to time constraints, it is suggested the committee consist of the following members: Village Finance
Director Chris Quirk, Village Deputy Clerk Mary Ann Grieser and Assistant Attorney Mitty Bernard.
ASSOCIATED COSTS:
There are no associated costs to form the Audit Committee. There will be a cost to run the required legal
advertisement for the RFP. This cost is budgeted in the Clerk’s Office legal advertising budget.
Additionally, there will be the annual cost to hire the Auditor to complete the annual audit. This cost will
be negotiated prior to Council approval of the auditing firm.
RESOLUTION NO.15-19
ARESOLUTIONOFTHEVILLAGECOUNCILOFTHEVILLAGEOF
TEQUESTA,PALMBEACHCOUNTY,FLORIDA,APPROVINGTHE
ESTABLISHMENTOFANAUDITCOMMITTEETOASSISTTHECOUNCIL
INTHESELECTIONOFANAUDITORTOCONDUCTTHESTATE
MANDATEDANNUALFINANCIALAUDIT.INACCORDANCEWITHSECTION
218.391,FLORIDASTATUTES,THECOMMITTEESHALLPERFORMTHE
FOLLOWINGACTIVITIES:
(a)Establish factors to use for the evaluation of audit services to be provided by a
certified public accounting firm duly licensedunder chapter 473 and qualified to
conduct audits in accordance with government auditing standards as adopted by the
Florida Board of Accountancy. Such factors shall include, but are not limited to,
ability of personnel, experience, ability to furnish therequired services, and such
other factors as may be determined by the committee to be applicable to its
particular requirements.
(b)Publicly announce requests for proposals. Public announcements must include, at a
minimum, a brief description of the audit and indicate how interested firms can apply
for consideration.
(c)Provide interested firms with a request for proposal. The request for proposal shall
include information on how proposals are to be evaluated and such other
information the committee determines is necessary for the firm to prepare a
proposal.
(d)Evaluate proposals provided by qualified firms. If compensation is oneof the factors
established pursuant to paragraph (a), it shall not be the sole or predominant factor
used to evaluate proposals.
(e)Rank and recommend in order of preference no fewer than three firms deemed to
be the most highly qualified to perform the required services after considering the
factors established pursuant to paragraph (a). If fewer than three firms respond to
the request for proposal, the committee shall recommend such firms as it deems to
be the most highly qualified.
Whereas,theCouncilshallthenselectoneofthefirmsrecommendedbytheCommittee
usingoneoftwomethods:
A.Ifcompensationwas notoneofthefactors consideredbytheCommittee and
wasnotusedtoevaluatethefirms,theCouncilshallnegotiateacontractwith
thetoprankedfirm.Ifitisunabletoreachanagreement,itmaymovedownthe
list.Itmayreopennegotiationswithanyofthetopthreefirms,solongasitdoes
1
notnegotiatewithmorethanonefirmatatime.
OR
B.Ifcompensationwasoneofthe factorsconsideredbytheCommitteeandwas
used toevaluatethefirms,theCouncilshallselectthehighest-ranked
qualifiedfirmor mustdocumentinthepublicrecordsthereasonfornotselecting
thatfirm.
Whereas,theVillageCouncilmay appointadesigneetonegotiatethecontractonits
behalf.
Whereas,the Village Council desires to provide for the committee’s composition, it’s
authority and responsibilities, and for its compliance with applicable laws; and
Whereas,inordertoinitiatetheauditorselectionprocess,theVillageCouncilmust
firstappointtheCommitteetoperformthedutiessetforthabove.
Whereas, the Village Council desire to provide for the sunset of the committee.
NOW,THEREFORE, BEITORDAINEDBYTHEVILLAGECOUNCILOFTHE
VILLAGEOFTEQUESTA,PALMBEACHCOUNTY,FLORIDA,ASFOLLOWS:
Section1:The Village Council of the Village of Tequesta, Florida, hereby provides for the
“Audit Committee”. The Audit Committee shall be comprised of the Village’s Finance Director
(Chris Quirk), the Assistant Village Attorney (Mitty Bernard), and the Village’s Deputy Clerk (Mary
Ann Grieser).
Section 2:The Audit Committee shall hold publicly noticed meetings.
Section 3:The Audit Committee shall automatically sunset and shall cease to operate and
exist, with no further action of the Village Council, at which time it is contemplated that the
Village Council has successfully negotiated and signed a contract with an Audit Firm.
Section 2:This Resolution shall take effect immediately upon adoption.
2
RESOLUTION NO. 15-19
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, PALM BEACH COUNTY, FLORIDA, APPROVING THE
ESTABLISHMENT OF AN AUDIT COMMITTEE TO ASSIST THE COUNCIL
IN THE SELECTION OF AN AUDITOR TO CONDUCT THE STATE
MANDATED ANNUAL FINANCIAL AUDIT. IN ACCORDANCE WITH SECTION
218.391, FLORIDA STATUTES, THE COMMITTEE SHALL PERFORM THE
FOLLOWING ACTIVITI ES:
(a) Establish factors to use for the evaluation of audit services to be provided by a
certified public accounting firm duly licensed under chapter 473 and qualified to
conduct audits in accordance with government auditing standards as adopted by the
Florida Board of Accountancy. Such factors shall include, but are not limited to,
ability of personnel, experience, ability to furnish the required services, and such
other factors as may be determined by the committee to be applicable to its
particular requirements.
(b) Publicly announce requests for proposals. Public announcements must include, at a
minimum, a brief description of the audit and indicate how interested firms can apply
for consideration.
(c) Provide interested firms with a request for proposal. The request for proposal shall
include information on how proposals are to be evaluated and such other
information the committee determines is necessary for the firm to prepare a
proposal.
(d) Evaluate proposals provided by qualified firms. If compensation is one of the factors
established pursuant to paragraph (a), it shall not be the sole or predominant factor
used to evaluate proposals.
(e) Rank and recommend in order of preference no fewer than three firms deemed to
be the most highly qualified to perform the required services after considering the
factors established pursuant to paragraph (a). If fewer than three firms respond to
the request for proposal, the committee shall recommend such firms as it deems to
be the most highly qualified.
Whereas, the Council shall then select one of the firms recommended by the Committee
using one of two methods:
A. If compensation was not one of the factors considered by the Committee and
was not used to evaluate the firms, the Council shall negotiate a contract with
the top ranked firm. If it is unable to reach an agreement, it may move down the
list. It may reopen negotiations with any of the top three firms, so long as it does
1
not negotiate with more than one firm at a time.
OR
B. If compensation was one of the factors considered by the Committee and was
used to evaluate the firms, the Council shall select the highest -ranked
qualified firm or must document in the public records the reason for not selecting
that firm.
Whereas, the Village Council may appoint a designee to negotiate the contract on its
behalf.
Whereas, the Village Council desires to provide for the committee's composition, it's
authority and responsibilities, and for its compliance with applicable laws; and
Whereas, in order to initiate the auditor selection process, the Village Council must
first appoint the Committee to perform the duties set forth above.
Whereas, the Village Council desire to provide for the sunset of the committee.
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1: The Village Council of the Village of Tequesta, Florida, hereby provides for the
"Audit Committee". The Audit Committee shall be comprised of the Village's Finance Director
(Chris Quirk), the Assistant Village Attorney (Mitty Bernard), and the Village's Deputy Clerk (Mary
Ann Grieser).
Section 2: The Audit Committee shall hold publicly noticed meetings.
Section 3: The Audit Committee shall automatically sunset and shall cease to operate and
exist, with no further action of the Village Council, at which time it is contemplated that the
Village Council has successfully negotiated and signed a contract with an Audit Firm.
Section 2: This Resolution shall take effect immediately upon adoption.
Cry