HomeMy Public PortalAboutORD10284 !III I MICRO I
BILL NO.
SPONSORED BY COUNCILMANrl�
ORDINANCE NO. _
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A CONTRACT WITH LADE, EVERS AND
COMPANY FOR THE AUDIT OF THE CITY RECORDS FOR THE YEAR ENDING
OCTOBER 31, 1984,
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF JEFFERSON,
MISSOURI, AS FOLLOWS:
Section 1. The Mayor and Clerk are hereby authorized and
directed to execute a contract with Lage, Evers and Company for
the audit of the City records for the year ending October 31,
1984 for the sum of $13,000.
Section 2. The contract shall be substantially the same in
form and content as that contract attached hereto as Exhibit A.
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Section 3. This Ordinance shall be in full force and
effect from and after the date of its passage and approval.
Passed %q Approved` 62 4 "
residing Offi /mayor
ATTEST:
City Clerk �.
PERSONAL SERVICES CONTRACT
This Contract is made and entered into the day of
�-4 , 1984, by and between the City of
Jeffers n, Missouri, a municipal corporation, hereinafter
referred to as "City", and Lage, Evers and Company, a
partnership, hereinafter referred to as "Auditor".
In consideration of the covenants and agreements hereinafter set
forth, it is agreed as follows:
1. Auditor will perform auditing s 'vices for the City as
described in the Audit Proposal dated (/�'Usf `� 1984, which
is attached hereto as "Exhibit A", and incorporated herein.
2. At any point during the audit, if the Auditor encounters any
unusual situation which indicates that the audit cannot be
completed without increasing the scope of this agreement, the
' Auditor will immediately notify the City of that situation.
3. The final copy of the audit will be submitted to the Finance
Director by February 4, 1985, with the audit delivered to the
City Council on February 18, 1985.
4. The Auditor will hold a pre-audit conference with the City
staff and a second pre-audit conference with the federal
- cognizant agency.
5. The Auditor will hold an exit conference with City staff.
6. The City will pay the Auditor a total sum of $23,000 for the
auditing services. This will be paid 75% after acceptance by the f
City Council and 25% after acceptance by the cognizant agency.
The City will not pay the Auditor any additional amounts either
for the services described in this agreement, or for any services
outside the §dope of this contract without the prior written
consent of the City Council, whether or not the Auditor had
performed any additional services.
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IN WITNESS WHEREOF, the parties hereto have set their hands and
seals on the day first above written. -
CITY OF JEFFERSON, MISSOURI
By: .
MAYOR
ATTEST:
City Clerk
LAGS, EVERS AND COMPANY
By: M
PARTNER
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di
J IV
AUDIT PROPOSAL, .
CITY OF JEFFERSON, MISSOURI
FOR THE YEAR ENDED OCTOBER 31, 1954
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Lage, Evers
& Company Certified Public Accountants
1913 William Street Jefferson City,Missouri 65101 394-836.0227
Village Green Shopping Center California, Missouri 66018 314-796-3210
August 29, 1984
Bob Cox, Director of Finance
.City of Jefferson
City Hall
Jefferson City, Missouri 65101
SCOPE
We will examine the City's balance sheet as of October 31,
1984, and the related statements of revenue and expenses for the
year then ended for the purpose of expressing an opinion on theta.
Our examination will be made in accordance with generally accepted
auditing standards and will include such auditing procedures as we.
consider necessary to accomplish this purpose. This will be done
on the accrual basis of accounting.
Our examination will include various tests and procedures to
determine the reasonableness of the information presented in the
financial statements. The following is a list of the funds to be
included in our examination.
1. General Fund
2. Federal Revenue Sharing Fund
3. Police Training Fund
4. Park Fund
5. Debt Service Fund
6. Parking Authority Fund
7. Airport Fund
8. Transit Fund
9. Sewer Fund
10. Central Maintenance Fund
11. Fireman's Retirement Fund
12. Library Operating Fund
13. Library Building Fund
14. J.M. Clark Trust
15. General Long-Term Debt Group
16. General Fixed Assets Group of Accounts
The audit is to be conducted in accordance with OMB Circular
A-102 Attachment P, which addresses the agency wide single audit
concept, as well as requiring compliance with grant terms and
conditions for the various Federal grant programs in which
Jefferson City participates.
Although defalcations and similar irregularities may occa-
sionally be disclosed by this type of examination, it is not
designed for this purpose and should not be relied on to disclose
fraud, should any exist.
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We will, of course, report to you anything that appears to us
during our examination to be unusual or abnormal.
AUDIT APPROACH
In the areas where an overall test for reasonableness can be
utilized, this procedure will be followed. However, in areas
where this is not possible, we will do detailed testing, by
statistical sampling where feasible, of documentary evidence
supporting the transactions recorded in the accounts„ and direct
confirmation of receivables and certain other assets and
liabilities by correspondence with selected parties. The
following is a partial listing of detail tests we will perform:
Cash Receipts Test - All Funds
Cash Disbursements Test - All Funds
Payroll Test - All Funds
Confirmation of Cash Accounts
Confirmation of Receivables
Confirmation of Payables
Other procedures we will perform include, but are not limited
to, the following:
Review of Internal Control Procedures and
review of various bookkeeping procedures.
These will be reported on as a part of our
report to management on internal control,
suggestions to management.
Our report format will follow the manual Governmental
Accounting, Auditing and Financial Reporting (GAAFR), as required
by the AICPA and the Governmental Finance Officers Association.
We estimate the work to require about 575 hours. We plan to
have five people assigned to this audit.
ADDITIONAL PROFESSIONAL SERVICES
Our Firm also has the following services to offer to the
City:
Help in interviewing and selecting new employees
to work in the bookkeeping function. (Testing
Interviewing).
Financial Advisory services
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PROFILE OF THE FIRM
Lage, Evers and Company began business in 1974 and through
steady growth has become a well--known and respected firm in
Central Missouri.. Our concepts of service are: A professional
service can only be acquired from someone who is capable of
rendering that service; the successful performance of the service
depends on an understanding of the client's business; a profea-
sional relationship includes an obligation to raise questions and
suggestions; and a professional service includes both promptness
and thoroughness in responding to requests from the client.
Our expertise in serving businesses and the auditing experi-
ence of our partners and professional staff qualifies us to serve
as your accountants and auditors. Our philosophy of service
requires a close understanding of your business, and an involve--
ment on a regular basis with your management in order to maintain
an awareness of your financial and accounting objectives, goals
and needs; to assist in developing plans to obtains such goals; Wad
to monitor progress for developments which may affect planning and
year-end budgeting.
The size of Lage, Evers and Company is important to clients
for two reasons. first, the firm is small enough Sao that our
professional staff can maintain an intimate knowledge of a client's
businesses and needs. Second, the firm is large enough to have
specialists available in the various disciplines of the profession
- accounting, auditing, income taxes, management consulting
services, and data processing.
At the present tizie, the personnel of the firm are as follows:
Partners 4
Professional Staff 7
Para-Professionals 2
Office Support Staff 4
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All professional personnel are periodically evaluated for
technical competence and are tested as to potential leadership
qualities and aptitude. Training is accomplished through outside
professional development programs and internal training programs.
On the job training is enhanced by the active participation of
partners in the planning, review and "problem-solving10 phases of
our work. The recruiting and retention of top-flight staff
personnel is made easier by knowledge that our staff will be
working on a direct interrelationship basis with our partners.
The partners of Lage, Evers and Company have both the techni-
cal background and the practical business experience required to
understand and contribute to client decisions in a consulting
capacity. The counsel our clients receive comes from the part-
hers' educational and business backgrounds, supplemented, by our
experience with a wide spectrum of clients in an almost infinite
variety of industries and types of businesses.
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PERSONNEL
The following persons will supervise and perform the audit
procedures:
Elmer L. Evers - CPA, Audit Partner - Sixteen (16) years
public accounting experience. Has attended numerous seminars
related to fund and governmental accounting. Has supervised
audits of other cities and cooperatives performed by our firm,
including Federal grant programs. Is now serving as Secretary on
the Missouri State Board of Accountancy.
Dale Siebeneck - CPA, Professional Staff - Six (6) years
public accounting experience. Has supervised and assisted on many
audits of other cities performed by our firm, including Federal
grant programs.
Ron J. Bielecki - CPA, Professional Staff - Four (4) years
public accounting experience. One (1) year internal audit experi-
ence. One (1) year experience as officer trainee with the First
National Sank of Callaway County, Fulton, Missouri. Has assisted
on many audits of other cities performed by our firm.
Lynn J. Graves, CPA, Professional Staff - Four (4) years
public accounting experience. Four (4) years corporate accounting
experience as comptroller for a closely held conglomerate of ten
(10) companies. Has assisted on many audits of other .cities
performed by our firm, including Federal grant programs.
All of the above persons are members of our Auditing Depart-
ment Staff. Likewise, they all hold degrees in accountancy, and
hold their CPA certificates.
TIMING OF EVENTS
A pre-audit conference will be held with City staff and
with our audit staff, after this agreement is signed. This
pre-audit conference may require a second meeting with City staff
and the cognizant agency representative.
Field work to start on December 3, 1984. The auditors may
begin preliminary work at an earlier time.
If there are any complications concerning data or City staff
the audit manager should request a meeting with the Finance
Director and the City Administrator to discuss the problems. The
liat of items to be prepared by the City staff is attached.
If there are any problems that the City staff has with the
audit sta f f the Finance Director will request a meeting with the
audit manager and the City Administrator to discuss the problems.
5
i law
The audit manager will have a progress meeting with the
finance Director, weekly, from the date field work begins until
the final draft is presented. (This includes after the field
exit).
There will be a field exit conference when the audit staff
leaves the field.
A. The auditors will give the City staff a list of
additional information needed.
B. The City will give the auditors a time frame of when the
information will be ready. (It will be up to the
auditors to pick up the information on the agreed to
date). .
C. The auditors will also give the City staff a list of
items which will be covered on the Auditor's Report on
Internal Control.
Deadlines for reports:
A. Final copy of report to Finance Director February 4,
1985, (everything finalized except auditor's response).
B. Report Delivered to Council on February 18, 1985. Ilie
presentation to council would be scheduled at a later
` date.
C. If deadlines are not met without just cause, no future
audit proposals will be accepted from. the auditor's.
D. If there are complications which will cause a delay in
the audit past the deadline, the auditor will request a
postponement of the deadline in writing to the Chairman
of the City Finance Committee stating ,just cause.
FEES
We plan for your staff to assist us with preparing various
schedules, typing confirmation letters, and pulling support
documents from the files. This would be in addition to the
year-end check list for them to use, to help them complete their
year-end accounting. These items should be completed prior to us
beginning the audit work. (The check list is attached)
We try to base our fees for audits on hours incurred, at our
normal hourly rates. This year, assuming the enclosed check list
of year-end accounting work is completed, our audit fee trill be
$13,000, barring any unforeseen problems, such as fraud or
embezzlement. In such case, the additional work would be done at
AM your discretion on a per hour basis.
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If the normal year-end accounting wank has not been cnmpl+et-
ed, or if we discover defalcations or irregularities sufficient
enough to lead us to issue an adverse opinion, any additional work
needed to restate the financial statements so that they do present
fairly the results of operations of the City, would be done only
after discussing it with you and getting approval from the City
Council. The additional work required would be done at our normal
hourly rates in addition to the above figure. If we are required
to appear on your behalf regarding any legal matter, this also
would be done at our normal hourly rate.
PAYMENTS FOR SERVICE
Payments will be made after acceptance of the audit by the
Council. Then, 75% of the fee will be paid.
The final 25% of the fee will be paid when accepted by' the
cognizant agency. {.
If this proposal meets with your approval, please sign below,
and return one copy to us.
Thank you for giving us the opportunity of serving the City
of Jefferson.
Sincerely yours,
LA.GE, EVERS AND `C014PANY
ELMER L. EVERS
Audit Partner
ELE:clu
APPROVED AY. DATE:
a •
F �n
UNKMAW
, f
Lage, Evers
& Company Certified Public Accountants
1913 William Street Jefferson City,Missouri 85101 314-835-0227
Village Green shopping Center California,Missouri 85018 314-798.3210
August 29, 1984
Bob Cox, Dircr•.tor of Finance
City of Jefferson
City Hall
Jefferson City, Missouri 65101
Dear Bob:
In order for us to be more efficient in the examination of
the City for the year ended October 31, 1984, we, have mutually
agreed that your staff will provide the following information
prior to our beginning field work:
The general ledger should be in balance and as correct es
possible.
Prepare reconciliations for each bank accotcnt.
We will furnish bank confirmation forms to be filled in and
signed„
Prepare an aged schedule of accounts receivable:
Airport
Parking authority
Sewer
Employees
Miscellaneous
Grants
We will furnish accounts receivable confirmations to be
filled in and signed.
Prepare a schedule of bad debts written off during the year.
Prepare a schedule of notes receivables. Also, have the
notes available for our inspection.
Prepare an analysis of all transactions affecting marketable
securities during the period.
Prepare a schedule of all property and equipment items on
hand--by fund and by department.
Prepare a schedule of all property and equipment additions
and retirements showing cost and for items sold, sales
price--by fund and by department and by grant.
_.._.- Prepare a schedule of depreciation for the enterprise funds.
.� Prepare a schedule of accounts payable. Also, save the
creditors' regular monthly statements for October where
available. Please do not file the invoices to support the
accounts payable until after the audit.
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Schedule interest income as follows:
Federal government obligations.
Other interest income.
Have available the monthly reports showing the payments to
the LAGERS pension plan.
Have a copy of all leases for equipment rental contracts
available to us.
Have a copy of any employment contracts available to us.
Have a copy of any union contracts available to us.
Schedule all professional fees.
Have the payroll tax reports available for us.
Have available a trial balance worksheet reflecting General
Ledger balances for each fund after all year--end adjusting
entries.
Prepare a schedule of insurance showing the followings
Policy number, coverage„ term and premium paid. Also, have
the policies available for inspection. Include a listing of
prepaid insurance and accrued Insurance.
Prepare a schedule of all construction in progress, contracts
payable, and retainage payable--grant projects or other
projects.
Prepare a schedule of all grants receivable, grant money
received during the year, and have the support documents
available for inspection.
Have a copy of grant contracts available for us.
Have available a copy of the budget report compared with cash
receipts and disbursements, for the General Fund and Special
Revenue funds.
Have available a copy of the Fireman's Pension Fund Audit
report for the year ended June 30, 1934. -
Prepare property tax work sheet for current and prior years
for real estate, personal and Mini, for Property tax
receivables, and current year collection, and delinquent
balances.
Proof of tax levy, including adjustments and abatements.
Prepare schedule of allowance for uncoliectible taxes for
current and prior years. (delinquent)
Have the various receivable items completed:
Financial institutions tax
Sales tax
Gas tax
Motor vehicle sales tax
'pax liens
Franchise fees
Others?
Accrued interest receivable
Have a schedule prepared for prepaid expenses and insurance.
r �
9 •
Have .the various payable items completed:
Accrued payroll.
..�__.. Contracts payable
letainage payable
The various payroll withholding accounts.
The various "Due To" and f°Due Prom" other funds.
Revenues received in advance--Parking Authority Fund.
Prepare a schedule of Encumbrances by fund,.
Prepare a schedule of Construction in progress by fund.
Have inventory count sheets after pricing, available for us,
on the appropriate proprietary funds.
Prepare a schedule of Contributed capital items for the
proprietary funds.
*(Your insurance agent may prepare this for you. We will
provide a copy of a letter you may send to him.)
If you have any .questions regarding the above items, please
don't hesitate to give us. a call. Thank you for your cooperation.
Sincerely,
]GAME, EVER-S AND COMPANY
ELMER L. EVERS
Audit partner
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