11-03-09 Item 27South Miami
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CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM 2001
To: The Honorable Mayor, Vice Mayor a Members of the City Commission
Via:. Roger M. Carlton, City Manager
From: Matilde G. Menendez, Finance Director M5 xy-)
Date: November 3, 2009 Agenda Item:
Subject: Creation of Audit Committee
Request: RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, CREATING AN AUDIT
COMMITTEE TO ESTABLISH CRITERIA, REVIEW AND ASSIST
IN THE PROCESS OF SELECTING AN AUDITOR
Background: State Statute 218.391(2) requires municipalities to establish an
audit committee to assist in selecting an auditor to conduct the
annual financial audit. The creation of an audit committee will
give the City the ability to move rapidly in the Request for
Proposal process for the next Fiscal Year 2009 -2010. This would
allow for a smooth transition between auditors.
Recommendation:
It is recommended that to comply with State Statutes the City Commission
approve the creation of an Audit Committee
I RESOLUTION NO.
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3 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
4 CITY OF SOUTH MIAMI, FLORIDA, CREATING AN AUDIT COMMITTEE
5 TO ESTABLISH CRITERIA, REVIEW AND ASSIST IN THE PROCESS OF
6 SELECTING AN AUDITOR; AND PROVIDING AN EFFECTIVE DATE.
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8 WHEREAS, Section 218.391, Fla. Stat., requires the establishment of an audit committee
9 to select an individual or firm to conduct the annual audit of the City's books and records.
10 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND THE CITY
11 COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AS FOLLOWS:
12 Section 1. The City Commission hereby creates an Audit Committee. The
13 Committee shall consist of five members, appointed by the Mayor, with the advice and consent of
14 the City Commission.
15 Section 2. The Committee members shall serve for a twelve month term, or until a
16 recommendation is accepted by the Commission, whichever date is sooner. The Committee
17 members shall serve without compensation; provided, however, the City will reimburse expenses
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incurred.
Section 3. Meetings of the Audit Committee shall be subject to the Florida
Sunshine laws, including the public meeting law and the public records law. All meetings of the
committee shall be advertised and open to the public.
Section 4. The Audit Committee shall:
(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.
I (b) Publicly announce requests for proposals. Public announcements must include, at a
2 minimum, a brief description of the audit and indicate how interested firms can apply for
3 consideration.
4 (c) Provide interested firms with a request for proposal. The request for proposal shall
5 include information on how proposals are to be evaluated and such other information the
6 committee determines is necessary for the firm to prepare a proposal:
7 (d) Evaluate proposals provided by qualified firms. If compensation is one of the factors
8 established pursuant to paragraph (a), it shall not be the sole or predominant factor used to
9 evaluate proposals.
10 (e) Rank and recommend in order of preference no fewer than three firms deemed to be
11 the most highly qualified to perform the required services after considering the factors established
12 pursuant to paragraph (a). If fewer than three firms respond to the request for proposal, the
13 committee shall recommend such firms as it deems to be the most highly qualified.
14 Section 5. The Commission shall inquire of qualified firms as to the basis of
15 compensation and select one of the firms recommended by the audit committee.
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Section 6. This Resolution shall take effect immediately upon adoption.
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PASSED and ADOPTED on this
, 2009.
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ATTEST:
APPROVED:
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CITY CLERK
MAYOR
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COMMISSION VOTE:
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READ AND APPROVED AS TO FORM:
Mayor Feliu:
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Vice Mayor Beasley:
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Commissioner Newman:
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CITY ATTORNEY
Commissioner Palmer:
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Commissioner Sellars:
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