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HomeMy WebLinkAboutMinutes_Audit Selection Committee_2/25/2021MINUTES SELECTION COMMITTEE MEETING VILLAGE OF TEQUESTA, FL FEBRUARY 25, 2021 9:00 AM VILLAGE HALL CONFERENCEROOM CALL TO ORDER AND ROLL CALL The meeting was called to order by Village Clerk Lori McWilliams at 9:00 a.m. A roll call was taken by Clerk McWilliams. Present were: Chair Kyle Stone, Member Daniel Chrost, Member Lawrence Dugan, Member Dr. William Watkins. AGENDA ITEMS 1. Review of Sunshine Law/Financial Disclosure Requirements Village Clerk McWilliams reviewed the Sunshine Law, Public Records, Gift Law and Financial Disclosure. She informed the committee they were able to speak with Mr. Dunkley or the Village Manager with any questions. 2. Review Resolution Establishing Auditor Selection Committee Mr. Dunkley reviewed Resolution 05-21 passed by Council establishing the Auditor Selection Committee's composition of a Council member as Chair, no Village employees, and no less than 3 members. 3. Review Florida Auditor General's Guidance on External Auditor Selection Process Mr. Dunkley detailed the committee responsibilities of ranking and recommending a firm to Council to assist them in selecting an auditor. Further discussion took place on the evaluation factors and points associated with each factor. A highlighted point was the States criteria of not having price as a predominant factor. The proposed timeline for the committee's decision to present at the May 13, 2021 Council meeting was also addressed. Clerk McWilliams called attention to the the role of the Inspector General and their review of the committee's process and all forms. Chair Stone explained the financial set up of the Village, discussed the unassigned fund balance, and how the previous auditor missed a compliance with the code. The committee asked for clarification of the project approach and what detail would be in the RFP responses. Mr. Dunkley explained each response would have detail on analytical and substantive procedures and hours of senior managers in the projects. Dr. Watkins asked about the proposal layout and if qualifications were required. Mr. Dunkley explained that it was, and that the Village had provided a required layout of the proposals. Dr. Watkins also expressed the view to have project approach as the heaviest weighted factor, Chair Stone agreed. The evaluation factors were adjusted to the following: Project approach - 40 points Qualifications and references - 25 points Qualifications of personnel assigned to engagement - 25 points Pricing - 10 points 4. Review Draft RFP Chair Stone reviewed the scoring sheet in the RFP, the breakdown, general proposal cost and multipliers. Mr. Dunkley explained committee members would receive the technical proposal to discuss and score and it would be combined with the pricing score to come up with a total score for each response. Clerk McWilliams confirmed there was not any sensitive or confidential financial information being submitted by the proposers that would require special handling as the responses were public records after 30 days or when awarded, whichever is first. Approval of the amended RFP would be completed at a follow up meeting via Zoom. ADJOURNMENT The meeting was adjourned at 9:45 a.m. MOTION: Dr. Watkins made a motion to adjourn the meeting at 9:45 a.m. Mr. Dugan seconded the motion. Carried unanimously 4-0. Respectfully submitted, c - 00 Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the office of the Village Clerk. All referenced attachments are on file in the Village Clerk's office.