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XI. BID REQUIREMENTS FOR DEBT INSTRUMENTS continued <br /> �- 1. Bids will be held in confidence until the best bid is determined and awarded, <br /> 2. Documentation will be retained for all bids, with the winning bid clearly <br /> identified, <br /> 3. If for any reason the highest bid (on sales of investments) or the lowest bid (on <br /> purchases of investments) is not selected, then the reasons leading to that decision <br /> will be clearly documented, <br /> 4. If the maturing investment is a certificate of deposit, the present holder of the <br /> funds will be one of the contacts made, subject to the portfolio diversification <br /> requirements in this policy and the institutions' ability to maintain collateral. <br /> XII. INTERNAL CONTROLS <br /> The OPEB Trust Board shall adopt a written set of internal controls and operational <br /> procedures to be implemented by the Clerk of the Circuit Court or his designee, which <br /> said controls are designed to protect the OPEB funds and ensure proper accounting and <br /> reporting of securities transactions. Such internal controls shall consist, at a minimum, of <br /> the following: <br /> 1. All securities purchased or sold will be transferred only under the"delivery versus <br /> �.. payment" (DVP) method to ensure that funds or securities are not released until <br /> all criteria relating to the specific transaction are met, <br /> 2. The Clerk of the Circuit Court or his designee is authorized to accept, on behalf of <br /> and in the name of Indian River County OPEB Trust Fund, bank trust receipts or <br /> confirmations as evidence of actual delivery of the obligations or securities in <br /> return for investment of funds, <br /> 3. Trust receipts or confirmations shall fully describe the various obligations or <br /> securities held. The receipt or confirmation shall state that the investment is held <br /> in the name of Indian River County OPEB Trust, and <br /> 4. The written system of internal controls and operational procedures shall be <br /> approved by the Investment Advisory Committee and shall be subject to review <br /> by the external auditors as part of the annual financial audit. <br /> XIII. REPORTING <br /> Quarterly reports concerning the investment activities, investment portfolio and <br /> performance will be submitted to the Investment Advisory Committee and placed on the <br /> agenda of the Board of County Commissioners. Other information may include recent <br /> market conditions, economic developments, and anticipated investment conditions. <br /> 6 20 <br />