Res No 058-17-14859RESOLUTION NO.058-17-1 4859
A Resolution requiring the performance-based audit to
include the offices of the three charter officers of the City in
the current fiscal year.
WHEREAS,since August 2000,the South Miami City Charter has required thata
performance-based auditbe conducted foreachCity department atleastonce every five
years;and
WHEREAS,the offices of thethree charter officers,theCity Manager's Office,
theCity Clerk's Office,andtheCity Attorney's Office,havenotundergonea
performance-based audit;and
WHEREAS,the recently signed contract fora performance-based audit can
include these departments;and
WHEREAS,the City's Finance Department undergoes a rigorous financialaudit
annually,andforeach of the past yearssinceitslast performance-based auditthefinancial
auditshave produced no significant findings;and
WHEREAS,foreachyearsinceitslast performance-based auditthe City's
Finance Department has received all three of the Government Finance Officers
Association (GFOA)performance awards.
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,THAT:
Section 1,TheCity Commission herebydirectstheCitytoamendthe
performance-basedauditscheduletoincludeinthecomingyear,inlieu of theFinance
Department,the three departments that constitute the offices of the three charter officers:
Administration (CityManager'sOffice),Records(CityClerk'sOffice),andLegal(City
Attorney's Office).
Section 2.TheCityCommissionherebyauthorizestheCityManagerto
expendanadditional$5,000inyearonetoManagementPartners,Inc.shouldthisamount
berequiredtoadequatelyperformtheperformanceauditforAdministration(City
Manager'sOffice),Records(City Clerk's Office),andLegal(City Attorney's Office).
Section 3.ProvidingforFinancetoberescheduledtoyear5.
Section 4.If any section clause,sentence,orphrase of this resolution isfor
anyreasonheldinvalidorunconstitutionalbyacourt of competentjurisdiction,the
holdingshallnotaffectthevalidity of theremainingportions of thisresolution.
Section 5,Thisresolutionshalltakeeffectimmediatelyuponadoption.
PASSED AND ADOPTED this 21st day of March 2017.
Res.No.058-17-14859
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE,LEGALITY,
AND EXECUU0N THEREOF:
APPROVED:
PfxJd^
COMMISSION VOTE 4 -1
Mayor Stoddard:Yea
Vice Mayor Welsh:Yea
Commissioner Edmond:Yea
Commissioner Harris:Yea
Commissioner Liebman:Nay
Page 2 of2
fjjft .
jOUth MlHmi cityofsouthmiami
THE CITY OF PLEASANT LIVING 0FRCE Qf jH£Qjy MANAGER
INTER-OFFICE MEMORANDUM
To:The Honorable Members of the City Commission
From:Mayor
Date:March 21,2017 Agenda Item:<?
Request:AResolution requiring the performance-basedaudittoinclude the officesof
the three charter officers of the Cityin the current fiscal year.
BACKGROUND
As per City Charter,Section F,Performance-based audit TheCityCommissionshall require a
performance-based audit for each department at least once every five years.
OnMarch7,2017,the CityCommission adopted Resolution047-17-14848,approvingthefirm
Management Partners,Inc.to complete the performance basedauditservicesfor each City Department
pursuanttothe City Charter.Aspercode,Sec.2-5-Designated;titlesof department heads,thesection
lists the Departments of the City's Administration toinclude,Administration,Legal,andRecords.
Inprevious performance audits that havebeen completed,aspartof the City's Charter requirement,
theyhaveneverincludedAdministration,Legal,andRecords (Clerks Office).Itismy recommendation
thatthe City removeinyear1,Finance fromthePerformance Audit schedule,whichhas previously been
auditedfor performance,andistheonly Department whichannuallyisinchargeof completing,asper
StateStatute,theCity'sannualfinancialaudit,andreplaceitwithAdministration(City Manager's
Office),Legal (City Attorney's Office),and Records (City Clerk's Office)inan effort tomaintain
compliancewith the City'sCharter.Itisfurther recommended that Financebe scheduled inyear5of
this contract,supplanting Administration whichwas scheduled in that year.
TheCitywillworkwith Management Partners,Inc.to maintain the same annual payment amounts to
completethe performance audits,as presented andapprovedonMarch7,2017.We expect thelevelof
serviceto complete the revised performance auditfor the first year tobe essentially the same as the
effort necessary if unrevised.However,in the case that Management Partners Inc.does require
additional compensation for the required performance audit,the City Manager is authorized to expend
up-toanadditional$5,000foryear1,inadditionto the approved $29,990.
Attachments
-CityofSouthMiami Charter-Section F
-Sec.2-5.-Designated;titles of department heads
-Exhibit5 -Respondents Cost&Technical Proposal
Page 1 of 1
Exhibit 5
respondents cost &technical proposal
Performance Based Audits
RFP#FN20I6.I2
Respondents shall enter their proposed cost for the annual Audit and a Grand Total oyerthe
five (S)yearterminthe table provided below:
Department Under Revie1 Total Cost
Yearl:finance,Including;MIS andProcurement Division $29,990
Year 2:Parks and Recreation $29,990
Year 3:Planning*Zoning and Building $49,990
Year 4:Police and Public Works $49,990
Year 5:Administration,including;CodeEnforcementand
Personnel Division
$39,990
Grand Total:
$199,950
SUBMITTED THIS M^DAY OF \}uaL*~
PROPOSAL SUBMITTED BY:
Management Partners
Company
Geral«
Name
Signature
President and CEO
Tide
Thomas F.Pepe
12/10/2015
513*861^5400
Telephone Number
513 861^3480
Fax Number
END OF SECTION
46
lit,20
nentpartners.com
affairs of the Cityin accordance with Article III,Section 5.
Charter ofTheCity of South Miami
Amended 2/11/14
Page22 of 39
B.Custody of PublicFunds TheCity Manager shallhave custody ofallpublic funds
belonging to or under control of the Cityorany office or department thereof,and deposit all fund
coming into his or her custody insuch depositories asmaybe designated by Resolution of the
Commission.(Amended 2/11/14)
G Approval of Expenditures TheCity Manager shall approve all proposed
expenditures in accordance with the approved budget,but,unless he or she shall certify that
there isan unencumbered balance of appropriation and available funds,no appropriation shall
be encumbered and no expenditure shallbe made.(Amended 2/11/14)
D.Multi-annual Contracts No contract involving the payment of money out of the
appropriations of more than one year shallbe made fora period of more than five years,nor
shallany such contract bevalid unless made or approved by resolution or ordinance adopted by
the Commission after apublic hearing.The Commission shall provide budget and appropriate
funds in each succeeding budget for contracts extending more than one year.This section shall
not restrict the term of General Obligation or Revenue Bonds.(Amended 2/14/06)(Amended
2/11/14)
E.Audit The Commission shall designate a qualified Certified Public Accountant who,
at the end of the fiscal year and at such other times as ordered by the Commission,shallmakean
independent examination in accordance with generally accepted auditing standards and review
of accounts and other financial transactions by the Cityandshall submit such report,together
with recommendations for improving fiscal control,to the Commission andto the City Manager.
The accountant shallhaveno personal interest,direct or indirect,in the fiscal affairs of the City
government oranyofits officers.The accountant shall not maintain any accounts or records of
the City business,but within specifications approved by the Commission,shall post-audit the
annual financial statements of the Cityandall accounts keptbyanyofficeor department of the
City.TheCertifiedPublic Accountant shallnot serve as the city's independent auditor for more
than three consecutive years.(Amended 2/8/00)
Jf^_(^rfbmtcri^a performance^based)
3/11/2017 South Miami,FL Code of Ordinances
Sec.2-5.-Designated;titlesof department heads.
The administrative serviceof the cityshallconsistofthefollowing departments and the
department/division heads shallbeknownby the titlesshown:
DEPARTMENT/DIVISION DEPARTMENT/DIVISION HEAD
(1)Administrative City Manager
(2)Finance Finance Director
(3)Legal City Attorney
(4)Police Chief of Police
(5)Public Works Director of Public Works
(6)Building Building Director
(7)Planning and Zoning Planning and Zoning
Director
(8)Records CityClerk
(9)Recreation Recreation Director
(10)Office of Development Director,Office of
Development
(Ord.No.404,§3,4-1-58;Ord.No.773,§1,4-3-73;Ord.No.864,§1,6-10-75;Ord.No.944,§1,7-19-77;
Ord.No.1574,§1,2-7-95;Ord.No.1610,§1,5-21 -96)
https://www.municode.com/library/fl/south_miami/codes/code_of_ordinances7nodeldsCOOR_CH2ADGO_ARTIIDE_S2-5DETIDEHE 1/1