HomeMy WebLinkAboutMinutes_Audit_05/06/2009 VILLAGE OF TEQUESTA
AUDIT COMMITTEE
MEETING MINUTES
May 6, 2009
Call to Order and Roll Call
The Village of Tequesta Audit Committee held a scheduled meeting at the Tequesta Village Hall, 345
Tequesta Drive, Tequesta, Florida, on May 6, 2009. The meeting was called to order at 9:01 a.m. by
Village Clerk Lori McWilliams. Present were Frank D'Ambra, Eric Jolly, Abby Roeloffs, and Robert
Rives. Also in attendance were Lori McWilliams, Village Clerk, and JoAnne Forsythe, Director of
Finance.
1. Approval of 01/22/09 and 04/21/09 Minutes
MOTION: Member Jolly moved to approve the minutes of the 01122109 and 04121109 meetings,
seconded by Member Rives; motion carried unanimously 4 -0.
2. Audit Services Interviews
Clerk McWilliams explained the committee was tasked with ranking each firm, with number 1 being the
firm with the most number one votes; the three highest scoring firms would be presented to the Village
Council, and Council would make the decision.
The Audit Committee heard presentations from Grau & Associates at 9:05 a.m., Nowlen Holt and Miner
at 9:50 a.m., Rampell and Rampell at 10:34 a.m., and Rachlin LLP at 11:15 a.m.
Members stated their individual ranked firm position.
Following discussion, each committee member ranked the firms (see ranking grid for each member)
and the members tallied the results (attached) to present to Council.
Adjournment
MOTION: Member Rives moved to adjourn the meeting; seconded by Member Roeloffs motion
carried unanimously 4 -0.
Respectfully submitted,
61 - JAI
Lori McWilliams, CMC
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.
How this will work
D. Audit Firm Recommendations
After hearing the oral presentations, the Audit Committee shall r ank the firms with
number one being the highest score and the top three (3) ranked firms will be submitted
to e i age i ctsion. T_he firm wit the most number one votes
shall e ffie op yanked firm: rn the case of a tie for f first N ace, t. wi tfi� fie: he
tots score in a ad nce with the criteria as set forth in Section 7131 -4 sf�all be the top
ranked firm. The remaining firms shall be ranked based on their total scores and
subm� a to the Village Council for consideration.
E. Contract Negotiations
The Village Council shall select the firm they believe would fill the needs of the Village
and authorize the Village Manager to negotiate a written contract with the selected firm.
The purpose of the contract negotiation is to specify the details of the audit engagement
as required by 218.391(7), Florida Statutes. The fee shall not exceed the amount
initially proposed. If the Village Manager cannot negotiate a satisfactory contract, then
negotiations with the top ranked firm shall be terminated and the Village Manager shall
negotiate with the second ranked firm and so on until a satisfactory contract is
negotiated.
F. Contract Approval
The contract shall be submitted to the Village Council for approval.
G. Access to Governmental Procedures
The Audit Committee meetings and proceedings are open to the public.
Village of Tequesta Evaluation Grid: Request for Proposals FIN 01 -09
(Independent Audit Services)
COMPREHENSIVE TOTALS
Expertise and Audit Approach Fees Oral Presentation Total Rank
Experience (Maximum 30 (Maximum 20 (Maximum 10 (Maximum 100
(Maximum 40 Points) Points) Points) Points)
Points)
Keefe, — 133 87 64 284
McCullough & Co.
Harvey, Covington 124 85 63 272
& Thomas
I
- L
Berman, Hopkins, 133 94 54 281
Wright
Rachlin, LLP 150 110 73 24* 357* 2
i
Rampell and 151 110 59 40* 360* 1
Rampell
Nowlen, Holt and 135 97 57 20* 309* 3
Minor i
Grau & Associates 133 89 68 8* 298*
* Columns tallied by committee members
Each Committee member should review, evaluate and rank each proposal by awarding points for each category contained in the ranking grid based on the maximum possible
points noted in each category. The three firms receiving the highest total number of points shall be submitted to the Village Council for a final decision. One firm will be selected.
� l
C �
O
N O
C
O
0) �U
O
O @
CL
Z �
£ o
LL ,
N U ��
c E
O _1 0
O
o m \
v 0 - fn a> -C o
. 2f , °
a G) I - E
E - E
v
CL �a
m o
L
L Q = _C 3
t
C ca
3 c
c O v
Y C Z a�
C o a
- - - -- -- - - --� -- __ -- -- L U
a)
E
cn
1 Y w
U
N L
j o >
O , - .c �a
d Q >+ L)
ca 4o Boa
Y 7 U)
i J2
L. ` O E o
- - -- -- Q L -- W a' E a .§
m
a) E EE
(D w
o a '
E aU
o E c
U O
X
to
W E�