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1k. 1988 Audit Contract c I T Y 0 F I K 1 CHANHASSEN a 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937-1900 MEMORANDUM TO: Mayor and City Council FROM: Don Ashworth, City Manager --L I•01\ , ' DATE: November 14, 1988 SUBJ: 1988 Audit Contract, Voto, Tautges, Redpath and Company Similar to the assessment agreement, auditing services were discussed during our budget sessions. Based on those discussions , I asked Bob Voto to prepare the attached 1988 contract. The attached agreement is in all aspects similar to previous ' years with the exception of fees being up approximately 5% . i 1 I VOTO, TAUTGES, REDPATH & CO., LTD. V AUK CERTIFIED PUBLIC ACCOUNTANTS Birch Lake Professional Building •1310 E. Hwy. 96 •White Bear Lake, MN 55110 • Phone 426-3263 September 26, 1988 ROBERT J.VOTO,CPA ROBERT G.TAUTGES,CPA JAMES S.REDPATH,CPA ' Don Ashworth, City Manager City of Chanhassen 690 Coulter Drive Chanhassen, MN 55317 Dear Don: Enclosed are two copies of our standard Agreement for Auditing/Accounting Services for 1988/1989. This contract is similar to last year's contract except for rate changes necessitated by general economic factors. Rates have increased an average of 5%. Similar to last year's contract, Section VII relates to the Federal Single Audit Act of 1984. In general, this new Federal law requires an Annual Federal Compliance Audit if your City receives more than $100,000 in Federal money per year. Our review of your 1987 Annual Financial Report indicates that your City does not receive this level of Federal money and you will not I require this expanded audit. If this is not true for 1988 or if this situation changes, please advise our office accordingly so that we may plan for such an expanded scope. Upon the approval of this agreement by your Council and execution, please return one copy to ' our office and retain the other copy for your files. Your early consideration of this contract will assist us in preparing our 1988/1989 audit schedule and will be greatly appreciated. If you have any questions, please don't hesitate to call. Very truly yours, VOTO,TAUTGES,REDPATH&CO., LTD. Robert J. Voto, CPA RJV/smp enc/2 cc: Correspondence File 1 SEP 2 9 1988 i CITY OF CHANT-111, MEMBERS OF AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS•PRIVATE COMPANIES PRACTICE SECTION MINNESOTA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS GOVERNMENT FINANCE OFFICERS ASSOCIATION•MINNESOTA ASSOCIATION OF SCHOOL BUSINESS OFFICIALS I. S IAGREEMENT FOR AUDITING/ACCOUNTING SERVICES IThis agreement by and between the CITY OF CHANHASSEN, MINNESOTA, hereinafter referred to as the "City", and the accounting firm of VOTO,TAUTGES, REDPATH& CO., ILTD.,hereinafter referred to as the "Auditors",WITNESSETH: IIn consideration of their mutual covenants and agreements as hereinafter set forth, the parties hereto contract and agree as follows: I I. I The Auditors agree to perform an audit of the financial statements and transactions of the City for the year ended December 31, 1988. Such audit and examination shall be made in accordance with generally accepted auditing standards and the minimum audit procedures prescribed by the IMinnesota State Auditor pursuant to the provisions of MSA, Chapter 6. Such audit and examination will include tests of the accounting records and such other audit procedures as are Iconsidered necessary to enable the Auditors to render an opinion on the fairness of the City's financial statements. It is not contemplated that the audit will be a detailed examination of all Itransactions nor that the audit will necessarily discover mis-conduct, should any exist. The Auditors will, however,promptly inform the City of any findings which appear unusual or Iabnormal. II. IThe Auditor's report and management comments shall be addressed to the City Council. Such management comments shall contain specific disclosure and recommendations with regard to the Ifollowing: I (a) Non-conformity with policy and procedures prescribed by Council Action, State Statutes, and/or Federal Rules and Regulations. (b)Non-conformity to generally accepted governmental accounting principles. I (c)Defects in accounting policies and procedures that make accounting and/or auditing time consuming and/or inefficient. I (d)Any failure of the accounting department to prepare and distribute financial reports required or needed for administrative purpose. 1 (e)Any other information deemed appropriate of City Council consideration. I I • III. The 1988 Annual Financial Report of the City shall be prepared in accordance with generally accepted accounting principles and the "Minimum Reporting Requirements - City Financial Reporting"prepared and issued by the Office of the Minnesota State Auditor. Should the City ' require assistance in preparing and compiling its financial data and records to meet these requirements, the Auditors agree to assist the City as required and as determined jointly by the ' Auditors and City Administration. Fees for such services (if required) shall be billed on the basis of the hourly rates contained herein, and shall be billed separate from audit fees. ' . jq $ 1 The City herewith engages the Auditors for the work hereinbefore specified and the Auditors on the basis of: 1 Partner $74.00 per hour .1570 Audit Supervisor/Manager $55.00 per hour 5i,:z Staff Auditors: 0 3 1 Senior $46.00 per hour Semi-Senior $37.00 per hour .3) Junior $30.00 per hour I Statistical Typists and Report Processors $19.00 per hour 1K, � � ,� 7 ' Charge per Copy of Financial Statements $15.00 per copy • ` V. 1 The Auditors shall provide the City with detailed statements as to the classificat ' hours worked. Payments of the Auditor's fees shall be made by the City within thin submittal of an itemized claim correctly showing the amount due the Auditors. , Claims for payment will be submitted for payment upon completion of the interim audit; upon , completion of the final field work; and,upon completion of the entire audit and submittal of the Annual Financial Report and the Auditor's Management Comments and Recommendations thereon. I I VI. If any circumstances disclosed by the audit and examination call for a more detailed investigation that would be necessary under ordinary circumstances, such circumstances will be called to the attention of the City authorities before proceeding further with-such investigation. If ' authorized to proceed further with an investigation in this area,compensation for these additional services shall be at the regular rates designated in this agreement. VII. The Auditors will expand the scope of the examination to comply with audit regulations as promulgated by the Single Audit Act of 1984 (P.L. 98-502) if the City receives $100,000 or greater of federal aid during the year of audit. The audit scope will be expanded for compliance- ' with said legislation unless the Auditors receive a written request to not expand the scope of the examination. Non-compliance with the Single Audit Act of 1984 will require disclosure in the Auditor's report and we will notify the City of potential sanctions for such non-compliance. We will expand audit reports issued to the City to meet federal reporting standards in the areas of: 1) our study and evaluation of internal accounting controls; 2) federal program identification; and, 3)our findings (if any)regarding non-compliance with federal regulations. Additional audit fees related to the expanded scope shall be billed don the basis of the hourly ' rates contained herein and shall be billed separate from other claims for payment. ' Auditor certifies that its officers are Certified Public Accountants, licensed by a regulatory authority of the State of Minnesota. 1 Certificate No. Robert J. Voto 2192 Robert G. Tautges 4350 James S. Redpath 5846 The Auditor further certifies that it meets the independence standards as promulgated by the General Accounting Office (GAO) Standards for Audit of Government Organization,Programs, Activities and Functions (1988 revision). 1 • 1 1 IN WITNESS WHEREOF,the City and the Auditors have executed this agreement the day and year written below. ' VOTO, TAUTGES, REDPATH& CO., LTD. CITY OF CHANHASSEN 1 Certified Public Accountants By By ` ' Mayor Robert J. Voto,Pr-sident Date: Date: 9/VA."' B ' Y Manager/Administrator Date: 1 1 1 I