HomeMy WebLinkAbout2005-274 -
INDEPENDENT AUDITING SERVICES AGREEMENT
This Independent Auditing Services Agreement ( "Agreement" ) is entered into this 16th
day of August , 2005 , by and between Indian River County , a political subdivision of the State
of Florida , 1840 25th Street , Vero Beach , FL 32960 ( " County" ) and Harris , Cotherman , Jones ,
Price & Associates C . P . A . Is Chartered , a Florida corporation , having a principal place of
business at 5070 N . Highway A1A , Suite 250 , Vero Beach , FL 32963 ("Auditor" ) .
BACKGROUND RECITALS
A . Pursuant to Florida Statutes section 218 . 391 , as amended by Chapter 2005-32 ,
effective July 1 , 2005 , the County issued a Request for Proposals for independent
auditing services .
B . Pursuant to applicable Florida law and the Request for Proposals , the County' s duly-
constituted Auditor Selection Committee received proposals and ranked the firms that
responded to the Request for Proposals based on the evaluative criteria set forth in
the Request for Proposals .
C . The Auditor was the highest ranked respondent to the Request for Proposals and on
August 3 , 2005 , the County approved the Auditor Selection Committee
recommendation to appoint Auditor to provide the independent auditing services set
forth in the Request for Proposals and this Agreement .
D . Auditor is willing and able to perform the services as set forth in this Agreement on the
terms and conditions set forth below .
E . The County and the Auditor wish to enter into this Agreement for the independent
auditing services as set forth below .
NOW, THEREFORE , for good and valuable consideration , the receipt and sufficiency
of which is hereby acknowledged , and intending to be legally bound hereby , the parties
hereby agree as follows :
1 . DESCRIPTION OF COUNTY RECORDS TO BE AUDITED . The records of the
County that will be audited by Auditor, pursuant to this Agreement , are as set forth in Exhibit
"A" attached hereto and incorporated herein by this reference in its entirety .
2 . SCOPE OF INDEPENDENT AUDITING SERVICES . The scope of independent audit
services provided under this Agreement shall be in accordance with the provisions of Florida
Statutes section 11 . 45 , as may be amended from time to time , and more specifically set forth
in Exhibit " B " attached hereto and incorporated herein by this reference in its entirety
( " Services " ) . The Services are to be performed in accordance with generally accepted
auditing standards in addition to the following : 1 ) Section 11 . 45 , Florida Statutes ; 2 )
Regulations of the State Department of Banking and Finance ; 3 ) Rules of the Auditor General
( Chapter 10 . 550 , Local Government Entity Audits ) ; 4 ) Audit and Accounting Guide - Audits of
State and Local Governmental Units ( "AICPA Guide " ) ; 5 ) Single Audit Act ; 6 ) Standards for
Audit of Governmental Organizations , Programs , Activities , and Functions , published by the
Comptroller General of the United States ; 7 ) U . S . Office of Management and Budget , Circular
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• No . A- 133 , Audits of States , Local Governments , and Non - Profit Organizations ; and 8 )
General Accounting Offices (GAO ) Government Auditing Standards . Auditor agrees that
each audit prepared under this Agreement shall conform to the requirements set forth herein .
The County is progressive in its attitude toward new accounting standards , and early
implementation is practiced when recommended .
3 . AUDIT RESPONSIBILITIES ,
3 . 1 . The " General Matters , " consisting of pages 5 through 8 of the Auditor' s Proposal for
Independent Auditing Services , and "Audit Approach , " consisting of pages 29 through 38 , all
set forth in Exhibit "C " attached hereto and incorporated herein by this reference in their
entirety , set forth the framework under which the Services will be performed under this
Agreement .
3 . 2 . The County has received the Government Finance Officers Association ' s Certificate of
Achievement for Excellence in Financial Reporting for the 1983 through 2003 Comprehensive
Annual Financial Reports ( " CAFR" ) . The CAFR for each of the fiscal years covered by this
Agreement will be submitted for consideration for such Certificate . Auditor shall provide
technical assistance to help the County meet the requirements to attain such Certificate .
3 . 3 . Auditor acknowledges and agrees that it possesses the ability to store all working
papers and reports at the Auditor' s expense for a minimum of three years , unless Auditor is
notified by the County to extend the retention period . The Auditor will be required to make
working papers available , upon request , to the following parties or their designees : the
County ; U . S . Department of Housing and Urban Development ; General Accounting Office ;
parties to an audit quality review process ; and auditors of entities of which the County is a
recipient of grant funds . In addition , Auditor shall respond to the reasonable inquiries of
successor auditors and allow successor auditors to review working papers .
3 . 4 . Auditor agrees to comply with all applicable Federal , State , and local laws and
regulations applicable to the furnishing of the Services set forth in this Agreement , and any
provisions required thereby to be included herein shall be deemed to be incorporated herein
by reference .
4 . ADDITIONAL SERVICES . It is the intent of the County that future additional audit
requirements , imposed on the County by applicable national and state agencies , shall be
provided by the Auditor under this Agreement and included in the negotiated compensation
in this Agreement . The Auditor acknowledges and agrees that any future additional audit
requirements , imposed on the County by applicable national and state agencies , are included
within the negotiated compensation set forth in this Agreement .
5 , AUDITOR PROJECT TEAM . The Auditor shall assign members of its staff as the
Auditor' s Audit Team , as contained in the " Personnel Qualifications and Experience " section
consisting of pages 14 through and including 16 of the Auditor' s Proposal for Independent
Auditing Services , attached hereto as Exhibit " D " and incorporated herein by this reference
in its entirety . The Auditor agrees that the County shall have the right to approve the
Auditor's Audit Team , and that the Auditor shall not change any manager of its Audit Team
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, without prior written notice to the County . Furthermore , if any manager of the Auditor's Audit
Team is removed from providing Services under this Agreement , or employment is otherwise
terminated or curtailed by the Auditor, or if any manager of the Auditor' s Audit Team
terminates employment with the Auditor , then the Auditor shall promptly replace its Audit
Team manager with a person of comparable experience and expertise , who shall also be
subject to the County' s approval . The County acknowledges and agrees that its approval
shall not be unreasonably withheld .
6 . COMPENSATION .
6 . 1 . The County shall pay to the Auditor a mutually agreed upon not-to-exceed annual
professional fee of $ 179 , 850 ( One Hundred and Seventy- nine Thousand Eight Hundred and
Fifty Dollars ) for each year of the term of this Agreement , payable as follows in each calendar
year: October $40 , 000 ; November $ 36 , 000 ; December $40 , 000 ; January $ 36 , 000 ;
February $ 9 , 865 ; and $ 17 , 985 upon completion of the audit .
6 . 2 . Proper Invoices , phased as set forth herein , shall be submitted to the County' s
Finance Department in detail sufficient for proper prepayment and post payment audit . All
payments for services shall be made to the Auditor by the County in accordance with the
Florida Prompt Payment Act (2004 ) , Section 218 . 70 , Florida Statutes , et seq . , attached
hereto and incorporated herein by this reference in its entirety .
7 . INSURANCE ,
7 . 1 , The Auditor shall not commence to perform the Services under this Agreement until it
has obtained all the insurance required under this Agreement , and such certificates of
insurance have been approved by the County' s Risk Manager. A certificate of insurance
shall be provided to the County' s Risk Manager for review and approval ten ( 10 ) days prior to
commencement of any work under this Agreement . The insurance company must have a
rating by A . M . Best Company of at least A : V . Such certificates of insurance or an
endorsement provided by the Auditor must state that the County will be given thirty ( 30 ) days
prior written notice prior to cancellation or material change in coverage . The County shall be
named as an additional insured on all policies except workers ' compensation .
7 . 2 . Auditor shall procure and maintain , for the duration of this Agreement , the minimum
insurance coverage as set forth herein . The cost of such insurance shall be included in the
Auditor' s fee :
7 . 2 . 1 . Workers' compensation to meet statutory limits in the State of Florida and
Employer' s Liability with a limit of $ 100 , 000 for each accident , $ 500 , 000 disease ( policy limit )
and $ 100 , 000 disease ( each employee ) .
7 . 2 . 2 . Commercial General Liability with a minimum combined single limit of $ 500 , 000
per occurrence for bodily injury and property damage . This is to include premises/operations ,
products/completed operations , contractual liability and independent contractors coverage .
7 . 2 . 3 . Business Auto Liability with a minimum combined single limit of $ 500 , 000 per
occurrence for bodily injury and property damage . This is to include owned , hired , and non -
owned autos .
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7 . 2 . 4 . Professional liability with a minimum limit of $ 500 , 000 per occurrence .
7 . 3 . The County is to be an additional insured on the commercial general liability and
business liability policies . The County will be given 30 days notice prior to cancellation or
modification of any insurance . Such notification shall be in writing by registered mail , return
receipt requested and addressed to the Risk Manager. It is the responsibility of the
contractor to insure that all subcontractors comply with all insurance requirements .
7 . 4 . The County , by and through its Risk Manager, reserves the right periodically to review
any and all policies of insurance and reasonably to adjust the limits of coverage required
hereunder, from time to time throughout the term of this Agreement . In such event , the
County shall provide the Auditor with separate written notice of such adjusted limits and
Auditor shall comply within thirty (30 ) days of receipt thereof. The failure by Auditor to
provide such additional coverage shall constitute a default by Auditor and shall be grounds
for termination of this Agreement by the County .
8 , TERM ; TERMINATION .
8 . 1 , This Agreement shall remain in effect for a term of five ( 5 ) years , subject to sooner
termination as provided herein . The Auditor acknowledges and agrees that the completion of
the audit for the County' s 2008 -2009 fiscal year is specifically included with the term of this
Agreement , subject to sooner termination as provided herein .
8 . 2 . This Agreement may be terminated : (a ) by the County , for any reason , upon at least
ninety ( 90 ) days' prior written notice to the Auditor; or ( b ) by the Auditor, for any reason , upon
at least ninety (90 ) days' prior written notice to the County ; or (c) by the mutual agreement of
the parties ; or d ) as may otherwise be provided below . In the event of the termination of this
Agreement , any liability of one party to the other arising out of any Services rendered , or for
any act or event occurring prior to the termination , shall not be terminated or released .
8 . 3 . In the event of termination by the County , the County's sole obligation to the Auditor
shall be payment for those portions of satisfactorily completed work under this Agreement .
Such payment shall be determined on the basis of the hours of work performed by the
Auditor, or the percentage of work complete as estimated by the Auditor and agreed upon by
the County up to the time of termination . In the event of such termination , the County may ,
without penalty or other obligation to the Auditor, elect to employ other persons to perform the
same or similar services .
8 . 4 . The obligation to provide services under this Agreement may be terminated by either
party upon seven (7 ) days prior written notice in the event of substantial failure by the other
party to perform in accordance with the terms of this Agreement through no fault of the
terminating party .
8 . 5 . In the event that the Auditor merges with another company , becomes a subsidiary of,
or makes any other substantial change in structure , the County reserves the right to terminate
this Agreement in accordance with its terms .
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8 . 6 . In the event of termination of this Agreement , the Auditor agrees to provide copies of
any and all documents prepared by the Auditor for the County in connection with this
Agreement .
9 , INDEPENDENT CONTRACTOR . It is specifically acknowledged and agreed by the
parties hereto that the Auditor is and shall be , in the performance of all Services and activities
under this Agreement , an independent contractor, and not an employee , agent , or servant of
the County . All persons engaged in any of the Services performed pursuant to this
Agreement shall at all times , and in all places , be subject to the Auditor' s sole direction
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supervision , and control , The Auditor shall exercise control over the means and manner in
which Auditor and its employees perform the Services , and in all respects the Auditor' s
relationship and the relationship of its employees to the County shall be that of an
independent contractor performing solely under the terms of the Agreement and not as
employees , agents , or servants of the County .
10 . MERGER , MODIFICATION . This Agreement incorporates and includes all prior and
contemporaneous negotiations , correspondence , conversations , agreements or
understandings applicable to the matters contained herein and the parties agree that there
are no commitments , agreements , or understandings of any nature whatsoever concerning
the subject matter hereof that are not contained in this document . Accordingly , it is agreed
that no deviation from the terms hereof shall be predicated upon any prior or
contemporaneous representations or agreements , whether oral or written . No alteration ,
change , or modification of the terms of this Agreement shall be valid unless made in writing
and signed by the Auditor and the County .
11 . GOVERNING LAW ; VENUE . This Agreement , including all attachments hereto , shall be
construed according to the laws of the State of Florida . Venue for any lawsuit brought by
either party against the other party or otherwise arising out of this Agreement shall be in
Indian River County , Florida , or, in the event of federal jurisdiction , in the United States
District Court for the Southern District of Florida .
12 . REMEDIES ; NO WAIVER . All remedies provided in this Agreement shall be deemed
cumulative and additional , and not in lieu or exclusive of each other or of any other remedy
available to either party , at law or in equity . Each right , power and remedy of the parties
provided in this Agreement shall be cumulative and concurrent and shall be in addition to
every other right , power or remedy provided for in this Agreement or now or hereafter existing
at law or in equity or by statute or otherwise . The failure of either party to insist
upon
compliance by the other party with any obligation , or exercise any remedy , does not waive
the right to do so in the event of a continuing or subsequent delinquency or default . A party' s
waiver of one or more defaults does not constitute a waver of any other delinquency or
default . If any legal action or other proceeding is brought for the enforcement of this
Agreement or because of an alleged dispute , breach , default , or misrepresentation in
connection with any provisions of this Agreement , each party shall bear its own costs .
13 . SEVERABILITY . If any term or provision of this Agreement , or the application thereof to
any person or circumstance shall , to any extent , be held invalid or unenforceable for the
remainder of this Agreement , then the application of such term or provision to persons or
circumstances other than those as to which it is held invalid or unenforceable shall not be
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affected , and every other term and provision of this Agreement shall be deemed valid and
enforceable to the extent permitted by law .
14 . AVAILABILITY OF FUNDS . The obligations of the County under this Agreement are
subject to the availability of funds lawfully appropriated for its purpose by the Board of County
Commissioners of Indian River County.
15 , NO PLEDGE OF CREDIT , The Auditor shall not pledge the County' s credit or make it a
guarantor of payment or surety for any contract , debt , obligation , judgment , lien , or any form
of indebtedness .
16 . PUBLIC RECORDS , The Auditor shall comply with the provisions of Chapter 119 , Florida
Statutes ( Public Records Law) in connection with this Agreement .
17 . NOTICES . Any notice , request , demand , consent, approval , or other communication
required or permitted by this Agreement shall be given or made in writing and shall be
served , as elected by the party giving such notice , by any of the following methods : ( a ) Hand
delivery to the other party ; ( b ) Delivery by commercial overnight courier service ; or ( c) Mailed
by registered or certified mail ( postage prepaid ) , return receipt requested at the addresses of
the parties shown below :
County : Indian River County
Attn : Diane Bernardo , Finance Director, Project Manager
184025 th Street , Vero Beach , FL 32960- 3365
Phone : ( 772 ) 226- 1205 ; Facsimile : ( 772 ) 770- 5331
Auditor: Harris , Cotherman , Jones , Price & Associates
Attn : Robert R . Harris , Managing Director
5070 N . Highway A1A
Vero Beach , FL 32963
Phone : ( 772 ) 234-8484 , Facsimile : (772 ) 234-8488
Notices shall be effective when received at the address as specified above . Facsimile
transmission is acceptable notice effective when received , provided , however, that facsimile
transmissions received ( i . e . , printed ) after 5 : 00 p . m . or on weekends or holidays , will be
deemed received on the next day that is not a weekend day or a holiday . The original of the
notice must additionally be mailed . Either party may change its address , for the purposes of
this section , by written notice to the other party given in accordance with the provisions of this
section .
18 . SURVIVAL . Except as otherwise expressly provided herein , each obligation in this
Agreement to be performed by Auditor shall survive the termination or expiration of this
Agreement .
19 . CONSTRUCTION . The headings of the sections of this Agreement are for the purpose of
convenience only , and shall not be deemed to expand , limit , or modify the provisions
contained in such Sections . All pronouns and any variations thereof shall be deemed to refer
to the masculine , feminine or neuter, singular or plural , as the identity of the party or parties
may require . The parties hereby acknowledge and agree that each was properly represented
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by counsel and this Agreement was negotiated and drafted at arm 's-length so that the judicial
rule of construction to the effect that a legal document shall be construed against the
draftsperson shall be inapplicable to this Agreement
20 . COUNTERPARTS , This Agreement may be executed in one or more counterparts , each
of which shall be deemed to be an original copy and all of which shall constitute but one and
the same instrument .
21 . GENERAL . The Background Recitals are true and correct and form a material part of this
Agreement .
IN WITNESS WHEREOF , the County and the Auditor have caused this Agreement to
be executed in their respective names as of the date first set forth above .
Auditor: INDIAN RIVER COUNTY
Harris , Cotherman , Board of County Commissioners
Jones , Price & Associates
( sign )
r�
By- S . LA
Printed name : 1Ru�3qz. Thomas S . Loi t"qr Chairman
T '
Witness : Attest : J . K . Barton , Clerk
C'
( sign ) � �-'�— By
Del puty µ lert'141° r
Printed name : � �, , '
Approved by BCC:' ' ugvs+t 165 2005
Approved :
By
J ph A . Baird
s County Administrator
Ap d as to form and legal sufficiency :
4` s'
,Am
an E . Fell
County Attorney
i '
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EXHIBIT A
Description of Indian River County and Records to be Audited
1 ) Indian River County encompasses approximately 497 square miles of land with an
estimated population of 122 , 251 . It is located on the east coast of Florida , approximately 135
miles north of Miami and 100 miles east-southeast of Orlando . The City of Vero Beach is the
County seat.
2 ) For reporting purposes , the Comprehensive Annual Financial Report will include the
Board of County Commissioners , the Clerk of the Circuit Court , the Property Appraiser, the
Sheriff, the Supervisor of Elections , and the Tax Collector. Also included in the financial
statements are two blended component units , the Solid Waste Disposal District and the
Emergency Services District . In addition , the Indian River County Housing Authority is
included as a discretely presented component unit .
3 ) Accounting records for the Board of County Commissioners , including the Solid Waste
Disposal District and the Emergency Services District , are maintained by the Clerk of the
Circuit Court' s Finance Department . The Board 's records include a general fund , 27 special
revenue funds (27 reporting funds , rolled from 50 individual funds ) , 2 debt service funds , 7
capital projects funds , 5 enterprise funds , 2 internal service funds , 1 agency fund , a general
fixed assets account group , and a general long-term debt account group . The FY 2005 total
operating and capital budget for the Board is approximately $ 243 . 12 million . Enterprise funds
are used to account for the County's Golf Course , Building Department , Shooting Range ,
Water and Sewer Systems , and the Solid Waste Disposal District .
4 ) Accounting records for the Clerk of the Circuit Court are maintained by the Clerk' s
staff. The Clerk's records include a general fund , 3 special revenue funds , 7 agency funds ,
and a general long-term debt account group . The total FY 2005 budget for the Clerk is
approximately $ 5 . 87 million .
5 ) Accounting records for the Property Appraiser are maintained by the Property
Appraiser's staff. The Property Appraiser' s records include a general fund , an agency fund ,
and a general long -term debt account group . The total budget for the Property Appraiser is
approximately $ 3 . 44 million .
6 ) Accounting records for the Sheriff are maintained by the Sheriffs staff. The Sheriffs
records include a general fund , special revenue funds , agency funds , one expendable trust
fund , a general fixed assets account group , and a general long -term debt account group .
The total budget for the Sheriff is approximately $ 33 . 4 million .
7 ) Accounting records for the Supervisor of Elections are maintained by the Supervisor' s
staff. The Supervisor' s records include a general fund , a special revenue fund , and a general
long-term debt account with a budget of approximately $ 1 . 08 million .
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8 ) The Tax Collector' s staff maintains accounting records for the Tax Collector. The Tax
Collector' s records include a general fund , agency funds , and a general long -term debt
account group . The total budget for the Tax Collector is approximately $ 2 . 83 million .
9 ) The Indian River County Housing Authority maintains records for two projects valued at
approximately $ 9 million . The operating expenditures of the Housing Authority are included
in the Board of County Commissioners ' records as a special revenue fund . The financial
statements of the Housing Authority are included as a discretely presented component unit in
the Government-wide Financial Statements of the Comprehensive Annual Financial Report .
A separate financial report is also prepared for the Authority .
10 ) All accounting records are maintained on the modified accrual basis or accrual basis
as appropriate .
11 ) Budgets are integrated with the accounting records .
12 ) The County has determined that the U . S . Department of Housing and Urban
Development will function as the cognizant agency in accordance with provisions of the
Single Audit Act and OMB Circular A- 133 .
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EXHIBIT B
Services Required
1 ) An audit and an opinion on the basic financial statements for the County and for the
Board and for each Constitutional Officer. Financial statements are to be prepared in
accordance with GASB Statement 34 ,
2 ) The audit is to be done in accordance with the Rules of the Auditor General ,
Chapter 10 . 550 , the Single Audit Act , OMB Circular A- 133 , the GAO Yellow Book ,
Government Auditing Standards , and the AICPA Auditing Standards .
3 ) Review and recommendation for required note disclosures for the County's
Comprehensive Annual Financial Report .
4 ) Following the completion of the audit of the fiscal year' s financial statements , the
auditor shall issue the following reports for the County and each individual constitutional
officer:
a . A report on the fair presentation of the financial statements in conformity
with general accepted accounting principles .
b . A report on the internal control structure based on the auditors '
understanding of the control structure and assessment of control risk .
c . A report on compliance with applicable laws and regulations .
d . Reports on compliance with specific requirements applicable to federal
and state financial assistance programs .
e . The auditor shall communicate in a letter to management any reportable
conditions found during the audit for each constitutional office .
f. Other reports as required by law or other governing bodies .
5 ) A Component Unit Financial Report for the Indian River County Housing Authority .
6 ) Special Reports for the Board of County Commissioners :
a . Criminal Justice Trust Funds Compliance Report as required by Section 27 . 3455
Florida Statutes .
b . Statement of Conflict Counsel Fees and Statement of Conflict Council Expenses
and Costs Report as required by Section 925 . 037 ( 5 ) Florida Statutes
c . Schedule of Other Cash and Investments of the Solid Waste Disposal District as
required by rule 17 . 701 , Florida Administrative Code .
d . Data Collection Form to the Federal Audit Clearinghouse ( SF -SAC ) as required
by OMB Circular A- 133 .
7 ) Special Reports for the Clerk of the Circuit Court :
a . Statement of County Funded Court- Related Functions as required by 29 . 008
Florida Statutes .
b . Statement of compliance for budget and performance measures as required by
28 . 35 (6 ) ( b ) .
c . Other compliance reports as required by the State or regulatory organizations .
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8 ) Assistance in providing guidance and implementing changes in governmental
accounting standards .
9 ) If the County does issue debt , for which the official statement in connection with the
debt contains basic financial statements and the report of independent accounts , the firm
shall be required to issue a "consent and citation of expertise" as auditor and any
necessary "comfort letters " at no additional cost to the County .
10 ) Irregularities and illegal acts . Auditors shall be required to make an immediate ,
written report of all irregularities and illegal acts to Jeffrey K . Barton , Clerk of the Circuit
Court and Joseph A . J . Baird , County Administrator.
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Commitment to Quality Service
Audit Approach
Audit Methodology
Harris , Cotherman, Jones, Price & Associates, Certified Public Accountants - Chartered ' s audit approach
is very heavily oriented toward involvement of experienced personnel, comprehensive planning, and
regular communication. We believe the level of staffing we will provide to the County, including
extensive participation by professionals with more than 150 years of experience, plus a positive approach
that maximizes the efficiency and effectiveness of the audit, enhances our ability to provide quality,
professional services and to produce results that are qualitative in nature . The County can expect long-
term continuity among our engagement team, positive attitudes among professionals that identify public
sector as the focus of our firm, and on-site partner participation in the conduct of our work.
We believe it is important to ensure that technical issues are addressed throughout the year, avoiding
uncertainties and bottlenecks at year-end. Again, we believe our "working partner" approach to be a
benefit to the County in assuring that such issues are known and communicated. Robert Harris and Ross
Cotherman have led the audits of numerous counties, municipalities, and other local governments . They
will utilize this experience throughout the conduct of our audits .
The timing of procedures will be coordinated with County personnel during planning meetings . Our
approach will focus on addressing accounting and auditing issues early to ensure that issues have been
timely addressed, staffing is appropriate, and our fieldwork is performed in a high quality manner.
Our process will focus on those matters of compliance and internal control that have quantitative and
qualitative significance to the County. Such matters include compliance with state and federal
compliance requirements , bond covenant provisions, investing policies, procurement policies , and
County-specified compliance provisions . From an internal control standpoint, we will focus on the
County' s primary business cycles supporting financial transactions and amounts and supporting key
compliance provisions related to grant activities . Interviews and review of key documents will be the
primary mechanisms for obtaining and continuing our understanding of the County systems and controls .
Segmentation
Florida county government reporting requirements include separate financial statements for each
Constitutional Officer and for the County as a whole . Most counties also continue to issue separate
financial statements for the Board of County Commissioners as well . In addition, there are numerous
special reports on specific activities .
We will segment Indian River County government procedures based on reporting requirements . Our
professionals, who are knowledgeable with respect to audit requirements for each County agency, will be
assigned based on their expertise with respect to each segment. Each Constitutional Officer, the Board of
County Commissioners, and the Indian River County Housing Authority, on which we report separately,
will be assigned personnel with expertise particular to those respective areas . Single Audit and special
report requirements will likewise be assigned personnel with specific expertise in those areas . In
addition , our audit procedures , related documentation, and our quality review will be segregated by each
segment .
EXHIBIT " C °'
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Commitment to Quality Service
Audit Approach
Segmentation - (Continued)
The following table illustrates the level of staff and number of hours expected to be committed to the
audit segment areas noted:
Entity Partners Managers Supervisors Staff Total
Primary Government 95 325 120 300 840
BOCC 45 160 150 170 525
Clerk of the Court 7 25 75 58 165
Property Appraiser 2 7 16 20 45
Sheriff 7 25 54 49 135
Supervisor of Elections 3 10 22 30 65
Tax Collector 6 20 32 57 115
Housing Authority 15 38 86 71 210
Total 180 610 555 755 23100
In addition to this summary schedule, we have provided our detail audit plan below.
Our work in each segment is provided in four phases, as follows :
• Phase 1: Planning
• Phase Il : Evaluation of internal controls
• Phase III : Interim work and year-end cut-off procedures
• Phase IV : Year-end procedures and review
The audit of Indian River County is a major undertaking, one with which we have considerable
experience and ability to accomplish . Our existing workload will not interfere with meeting the
requirements under the audit services being requested by Indian River County. We will plan to work with
County personnel to achieve optimum timing of our procedures, currently anticipated as follows :
Board of County Commissioners, Constitutional Officers, and Indian River County Housing Authority :
Planning July
Evaluation of internal controls August - September
Interim testing August - September
Year-end procedures November - December
Issue reports December - January
Approximately 20% of our estimated hours are anticipated to be provided during the first three segments
and the remainder during year-end procedures . Approximately 25 % of the total engagement hours are
anticipated to be devoted to the Constitutional Officers, 10% devoted to the Indian River County Housing
Authority, and the remainder devoted to the Board of County Commissioners .
The larger percentage of partner and manager hours will be during the planning and year-end procedures
phases ; however, considerable partner and manager involvement will be provided throughout all phases
of the audit. This will ensure that Indian River County is served by experienced professionals that fully
understand audit and accounting requirements . Further, this arrangement allows us to streamline and
maximize engagement efficiencies .
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Commitment to Quality Service
Audit Approach
Detail Audit Plan
Phase I : Planning
Our work may include the following procedures :
• Review previously issued financial reports, comment letters, and supporting work papers .
• Review minutes of meetings of the Board of County Commissioners and the Indian River County
Housing Authority Board and abstract information relative to the audit.
• Meet with management of the Board of County Commissioners, the individual Constitutional
Officers, and the Indian River County Housing Authority to discuss goals, audit timetable , audit
work plan, and particular areas of specialized concentration .
• Re-assess the control environment of the Board of County Commissioners, the individual
Constitutional Officers, and the Indian River County Housing Authority.
• Conduct required fraud risk assessments and interview appropriate County management and
employees .
• Familiarize ourselves with the changes in the County ' s accounting policies and procedures,
including the financial and other management information systems utilized by the County .
• Review the County ' s current year budget, as adopted and revised.
• Confirm the overall scope of the audit.
• Identify all federal and state financial assistance programs and evaluate the scope for Single Audit
requirements .
• Document our understanding of all financially significant laws and regulations, and identify any new
laws or regulations which require audit testing.
• Discuss the implementation of recent GASB pronouncements, if any are applicable to the County or
to the Indian River County Housing Authority .
• Perform analytical reviews to determine critical areas and assess risks .
0 Review the status of prior year audit recommendations and ascertain whether appropriately resolved .
Phase He Evaluation of Internal Controls
Phase H of the audit encompasses developing an understanding of and evaluating system internal
controls . This segment may include the following procedures :
• Ascertain that our understanding of the control environment, government structure, and operating
characteristics is still applicable and, if not, document any changes .
• Evaluate if there have been any changes in organization and personnel practices .
0 Evaluate if there have been any changes in existing EDP controls and the adequacy of the physical
security environment, including business continuity (disaster recovery) planning .
• Document and evaluate controls over self- insurance programs, including evaluation of the work of
any specialists .
• Design tests of controls for compliance with applicable laws and regulations of the Rules of the
Auditor General of the State of Florida.
• Evaluate financial reporting systems and administrative monitoring capabilities .
• Review for possible areas of exposure in asset protection, custodianship, and similar matters .
• Evaluate preliminary tests of controls for compliance with prescribed systems and make any
appropriate changes if necessary .
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Commitment to Quality Service
Audit Approach
Detail Audit Plan - (Continued)
• Develop detailed audit programs to test compliance with laws and regulations .
• Prepare detailed audit programs based upon the evaluation of internal controls .
Phase III : Interim Testing
Interim testing may include the following procedures :
• Test internal controls by examining detailed transactions, using audit sampling techniques and
substantive testing.
• Assess the schedule of federal and state financial assistance and perform compliance testing.
• Document the budgetary process and confirm compliance with applicable TRIM laws and
regulations .
• Obtain a listing of cash and investments for confirmation purposes .
• Obtain data concerning outstanding contractual commitments for financial statement disclosure
adequacy.
• Prepare year-end audit programs which reflect interim findings .
• Review work papers to ensure quality and thoroughness of work performed .
• Meet with appropriate County personnel to discuss the status of the audit and preliminary findings .
Phase IV: Year-end Procedures
Year-end procedures may consist of the following :
• Confirm cash, investments , and bonds payable .
• Determine that assets are properly collateralized, classified, separated, restricted, valued, and/or
safeguarded.
• Review the cut-off of receivable and revenue balances and test that amounts recorded have been
earned and billed.
• Conduct an analytical review of account balances .
• Review calculations for doubtful accounts, prepayments , and accruals .
• Vouch capital expenditures and disposals and determine if assets are properly valued and capitalized.
• Test inventories to ascertain that year-end observations have been performed and that the inventories
are accurately valued and classified.
• Test depreciation and bond covenant compliance .
• Ascertain that debt service expenditures (principal and interest payable) are properly recorded,
classified, and disclosed.
• Test accounts payable cut-off.
• Determine that the liability for closure and post-closure costs for the landfill has been calculated in
accordance with the requirements of GASB Statement No . 18 .
• Determine that all contingent and contractual liabilities are recorded and/or disclosed .
• Ascertain that claims paid during the year are recorded correctly as to account, amount, and period
and are disbursed in accordance with the County ' s policies and procedures for claims settlement.
• Ascertain that insurance transactions are properly classified and described in the combined financial
statements and that related disclosures are adequate . Review GASB Statement No . 10 disclosures
related to risk management .
32
Commitment to Quality Service
Audit Approach
Detail Audit Plan - (Continued)
• Analyze payroll and related expenses and liabilities to determine if they are properly authorized,
recorded, and allocated .
• Review the estimated liability for insurance claims at year-end and the related cost allocations .
• Review changes to regulatory account balances based on FAS 71 criteria.
• Determine that all reservations and designations of fund equity are authorized, recorded, and
appropriately disclosed .
• Complete additional audit procedures as required by the Single Audit Act, if applicable .
• Compare financial statements and related notes to audited amounts .
Year-end review procedures will consist of the following :
• Perform a detailed review of the work papers, by the engagement partner.
• Perform a detailed review of the financial statements utilizing official GFOA Certificate of
Achievement for Excellence in Financial Reporting financial disclosure checklists .
• Prepare required reports related to federal and state financial assistance, including the Data
Collection Form.
• Perform attestation procedures required and prepare additional reports required by Florida statutes
and the Auditor General .
• Perform a final review of the State of Florida Annual Local Government Audit Report Submittal
Checklist required under F . S . 218 .32 for submission to the Department of Financial Services .
• Work with appropriate County personnel to ensure that all final changes and revisions are made and
the CAFR issued .
• Meet with appropriate County officials to discuss the final audited financial statements and
management letters .
Quality Assurance
Professionalism in the accounting industry involves independence, integrity, objectivity, and adherence to
professional standards and applicable laws and regulations . This includes a demonstrated will to maintain
and improve the quality of professional services and to withstand all pressures, competitive and other, to
compromise on core values, principles, standards, and quality.
Harris, Cotherman, Jones, Price & Associates, Certified Public Accountants - Chartered strives to provide
the highest possible quality of service to our clients, to meet our obligations to the public, and to conform
to the standards of our profession . In order to meet these goals, we adhere to policies and procedures that
provide reasonable assurance that every audit, tax, accounting, and management advisory services
engagement will be completed in accordance with the high standards of the public, our firm, and most
importantly, our clients .
It is the policy of our firm that all compilation, review, and audit attestation, including forecast and
projection) engagements be properly planned, performed, supervised, reviewed, documented, and
reported upon in accordance with the requirements of professional standards , regulatory authorities, and
the firm .
33
IN
Commitment to Quality Service
Audit Approach
Quality Assurance - (Continued)
Our quality control system is monitored on an ongoing basis to provide the firm with reasonable
assurance that our quality control policies and procedures are suitably designed and are being applied
effectively. As an integral part of the monitoring process , our quality control system is inspected every
three years to determine whether the firm has complied with its stated quality control policies and
procedures .
Harris , Cotherman, Jones , Price & Associates , Certified Public Accountants - Chartered engages in a
number of measures to help ensure the quality of our work. As described earlier in this proposal , we
participate in external peer reviews . We also have a number of engagement-specific quality control
procedures :
• Concurring Partner Review. An audit partner, not directly involved with the conduct of the audit,
reviews all reports and work performed in selected areas of each engagement before reports are
issued.
• Work Paper Review. All client work papers are reviewed by an individual at least one level higher
than the preparer .
• Frequent Partner and Manager Interaction. Our partners and managers are heavily involved in
all engagements . This involvement allows the leaders of our firm, who are also leaders in the
accounting field, to monitor the quality of all work being undertaken .
Internal Control Systems
While our overall audit objective is to perform procedures sufficient to enable us to express an opinion on
your financial statements , other primary objectives must be met and appropriately satisfied.
Initially, our preliminary audit activities are concentrated on obtaining and documenting our
understanding of the control environment of your entity (coordinate methods and measures adopted to
safeguard your assets , check the accuracy and reliability of its accounting data, promote operational
efficiency, and encourage adherence to prescribed managerial policies) . We review the systems in place
by which management obtains the information, protection, and control that are vital to the success of any
financial operation . We also focus on any required control functions established to ensure compliance
with any federal, state, or local laws and regulations that are both required and unique to your financial
operation .
The next step is to develop a formal plan , or strategy, to meet the overall audit objectives . This usually
involves reviewing the prior year audit working papers and discussing specific aspects of the audit with
your personnel . Subsequently, we will determine the nature, extent, and timing of the work to be
performed and develop a written audit program documenting specific instructions to be utilized by our
auditors during the conduct of the audit.
After the formal audit plan is developed, we perform tests of the relevant internal control systems to
determine compliance with your prescribed policies, procedures, laws , and regulations, as applicable .
Our procedures are also specifically designed to incorporate the requirements of the Single Audit Act of
1984 , as amended; OMB Circular A- 133 ; Florida Single Audit Act; and the Rules of the Auditor General ,
as applicable .
34
iiiiiiiiiiiiiiiiiiii iiiiiiiiii ON III III
Commitment to Quality Service
Audit Approach
Internal Control Systems - (Continued)
To assist us in identifying specific areas subject to audit testing, we will use practice aids developed by
the FICPA (Compliance Auditing in Florida) , the Office of Management and Budget (Compliance
Supplement for Single Audits of State and Local Governments) , and from information obtained from
reviewing applicable Florida statutes .
Typically, we will test for compliance with applicable laws and regulations simultaneously with testing
for compliance with specific internal control systems to efficiently detect all potential problems in
advance of our detailed testing procedures . These procedures are initially employed to assess the risk of
relying on existing internal control systems and related procedures to determine the extent of substantive
testing done after the balance sheet date . Additional procedures generally include testing for compliance
with specific and general conditions associated with any federal and/or state financial assistance programs
to enable us to express assurance on the control systems and program compliance , as applicable .
The results of these tests are used to update our documented understanding of your internal control
systems and to identify specific areas of your overall control environment which require additional audit
attention . It is also our policy to communicate the results of our compliance testing to your management
on a timely basis as we note them so that corrective actions can be implemented, if necessary, prior to the
end of the audit engagement.
Statistical Sampling
Statistical sampling will be used in all aspects of the testing phase , utilizing tailored audit programs . We
will conduct tests to ascertain that the significant strengths within the system are functioning as described
to us . Transactions will be selected and reviewed in sufficient detail to permit us to formulate conclusions
regarding compliance with control procedures . Additional tests will be designed to provide reasonable
assurance as to the validity of the information produced by the accounting system. The firm has
developed sample size guidelines for all samples performed in order to form an opinion on the financial
statements under generally accepted auditing standards and Government Auditing Standards .
The objective of the guidelines is to improve the quality of sampling by :
• Relating sample sizes more directly with factors that influence sample size .
• Reducing inexplicable sample size variability .
• Encouraging the use of statistical sampling .
Structured procedures , which give appropriate recognition to factors such as reliance on internal control ,
nature and timing of audit procedures, size of the organization, dollar total of population being sampled,
and sampling error, are used to effectively determine audit samples and evaluate the results of the
procedures performed . In addition to our tests of internal controls , we use these procedures to determine
the sample size for fixed asset additions/dispositions , cash disbursements, accounts receivable , inventory,
accounts payable , and compliance . Sample size will vary based on materiality and the population being
tested .
The extent to which we apply detailed audit procedures and sampling is based on materiality, our
evaluation of audit risks and internal accounting control , and the characteristics of items comprising the
account balances or class of transactions .
35
Commitment to Quality Service
Audit Approach
Statistical Sampling - (Continued)
Certain compliance matters , such as bond debt coverage requirements, are not subject to representative
sampling procedures . In such instances , we will recalculate compliance requirements or perform other
applicable procedures .
Analytical Procedures
In addition to testing supporting documents and details of the accounting records, we will perform an
overall evaluation of account balances and their interrelationship with each other. We design this
analytical review to identify unexpected fluctuations in accounts , the absence of expected fluctuations,
and other items that appear unusual in light of expected results, past performances , normal relationships,
and other factors . This provides a business operation approach to auditing. Specifically, we perform
analytical procedures :
• To assist in planning the nature, timing, and extent of our auditing procedures .
• As a substantive test to obtain evidential matter about particular assertions .
• As an overall review of financial statements in the final review stage of the audit.
Our analytical procedures , which include comparisons of recorded amounts or ratios to expectations,
involve developing expectations based on plausible relationships (industry data, budget, prior year
amounts recorded, etc . ) . These procedures are included in the planning, substantive testing, and report
review phases of our audit.
EDP Systems and Software
As part of our audit, we routinely perform analysis of our clients ' computer based financial management
systems . To the extent possible , it is our policy to design our auditing procedures to maximize the
application of computer assisted auditing procedures for compliance and substantive testing with your
system. We also utilize the capabilities of our own computer system to assist us in achieving efficiency in
examining your financial accounting and reporting systems . Our auditors utilize several EDP software
systems in conjunction with performing audits . All software systems utilized are used exclusively on our
own computer hardware brought on-site during the audit. We do not, and will not, install or use any of
our proprietary software systems on client hardware systems .
Our audit of Indian River County will feature the use of wireless technology and Engagement Manager
software . With Engagement Manager, our documentation is virtually paperless, with procedures
documented in an automated environment and files shared through wireless technology among
engagement team members . This software capability is state-of-the-art. In addition, our software
capabilities include IDEA software for analytical review and statistical sample selections .
In automating our approach to the County audit, we have been careful not to duplicate County software
capabilities . We have taken a long-term view toward the County audit, investing considerable time and
effort to automate in order to enhance long-term efficiency . We believe that these perspectives have
enhanced both the quality and efficiency of County audits .
36
Commitment to Quality Service
Audit Approach
Information Systems Audit Procedures
Michael Lockwood, our firm ' s Director of Information Technology, will perform the review of the
County ' s information systems environment. Mike performs such reviews for clients throughout our firm,
particularly county and city governments . With Mike , the County will have the assurance of direct
review by a senior level individual with 19 years of experience directly related to information systems .
Further, his presence will provide continuity from year to year and insight to the industry' s best practices .
Mike will assess the effect of systems processing on the County ' s business and the reliability of systems
processing. He will focus on providing constructive service comments intended to improve the quality of
information and systems controls . The results of this assessment will be integrated into our audit
approach to improve audit efficiency and to further define the manner in which we address identified risk
factors .
Examples of computer controls that will be reviewed for each system include the following:
• Information Security. The information security function is responsible for the administration
and maintenance of a client ' s information security program, including both physical and logical
security. The primary goal of such a program is to ensure that access to programs, data, on-line
transactions, and other computing resources is restricted to authorized users . Our review of general
computer controls in the information security area will include an appropriate consideration of the
level of security that is adequate for a particular processing environment and the availability of
access control mechanisms in that environment.
• Systems Acquisition, Development, and Maintenance. Systems development personnel are
responsible for the selection and/or design, programming, and maintenance of the application
systems processed to meet the needs of the various users . Our audit procedures are designed to
ensure that application programs are designed, implemented, and maintained according to
management ' s intentions and in accordance with industry accepted practices .
• Computer Operations . The computer operations department is responsible for the day-to -day
processing activities of the systems, ensuring that jobs are scheduled and processed in accordance
with established routines . It is also responsible for the physical control of data stored on portable
media and timely, accurate distribution of reports to users . Our review will be to test that these
control procedures were effective throughout the review year.
Determining Laws and Regulations
Our compliance audit procedures will be designed to identify and test those transactions and activities that
are likely to have a financial impact on the County ' s basic financial statements and to determine whether
they were carried out in accordance with the provisions of laws, rules , contracts, and grantor guidelines .
Our reports will note instances of noncompliance that could have a material effect on the County ' s
financial statements .
The nature and extent of our compliance tests are derived from the following:
• Results of our analysis of internal control over compliance matters .
• Review of bond documents .
• Review of federal OMB Circulars, Compliance Supplement, and other pronouncements .
• Correspondence with federal and state agencies .
• Review of County agreements .
• Review of County internal policies .
37
Commitment to Quality Service
Audit Approach
Determining Laws and Regulations - (Continued)
• Rules of the Auditor General of the state of Florida .
• Florida statutes .
• Grant agreements .
• AICPA Statements of Position .
• AICPA Statements on Auditing Standards .
• Other applicable professional standards and guidance .
38
Commitment to Quality Service
Personnel Qualifications and Experience
Professional Staff Resources
Harris, Cotherman, Jones, Price & Associates, Certified Public Accountants - Chartered has a total of 18
professional and administrative staff, including five professional staff with experience serving
governmental entities . We are committed to providing service year round, and we are merely a local
telephone call away . All work related to your audit engagement will be performed at your location or at
our Vero Beach office, located at 5070 North Highway, Suite 250, Vero Beach, Florida.
In addition, we have access to over 100 additional professional and administrative personnel through our
IGAAF network. As a firm committed to staying on the cutting edge of technology, we employ a full-time
Director of Information Technology to support our professionals . He has the skills to support your audit
team in analyzing your information system ' s integrity as an information system, not only a general ledger
system. With today ' s ever-changing computer, accounting, and auditing environments, we believe that a
firm cannot have personnel who are expert in both governmental accounting and computer technology.
Therefore, we use the expertise of a computer specialist as part of our team approach in analyzing your
computer environment and audit data.
We are extremely proud of our firm ' s past accomplishments with the County; however, we realize that
GASB 34 is not the end to changes in governmental accounting but only the beginning, as GASB
continues to provided guidance in the governmental accounting arena. These changes will continue to
require a firm to stay well informed and educated in this constantly changing environment. To that end,
we are second to none in our commitment to do so . Our audit team members have well in excess of the
required 24 hours continuing professional education requirements for governmental accounting, and they
attend on an annual basis various governmental courses presented by governmental experts and
recognized industry leaders .
The professional staff assigned to your engagement as listed below possesses over 150 years of combined
public accounting and governmental experience . All of our audit team members have experience in
providing accounting, auditing, and consulting services to Florida governments . We challenge any firm,
national or local, to assemble a team more qualified than ours . Resumes of each member of the audit team
are included on pages 17 through 28 of this proposal .
We currently anticipate your audit team members to include.
Years of
Name / Title Experience Engagement Responsibility
Robert R. Harris 30 Managing Director Robert Harris has 30 years of public
Managing Director accounting experience of which 29 years have been spent in
Indian River County. He is the past president of the Florida
Institute of CPAs and served on the board of directors of the
American Institute of CPAs . He will be responsible for ensuring
that the County receives high quality service and will manage
engagement performance, will coordinate staffing, and will be
available to resolve any issues related to management of the
engagement.
EXHIBIT ._ " D "
14
Commitment to Quality Service
Personnel Qualifications and Experience
Years of
Name / Title Experience Engagement Responsibility
P . Ross Cotherman , H 20 Engagement Director Ross Cotherman has 20 years of public
Engagement Director accounting and governmental experience in Vero Beach . He has
audited numerous governmental entities over the years, as well as
provided a variety of consulting services . Ross will be involved in
all technical issues and is responsible for ensuring responsive,
quality service, making certain that all the County ' s needs are
met. He will be responsible for planning the engagement,
providing direction to other members of the team, and resolving
auditing and accounting issues .
Daniel J. O ' Keefe 28 Technical Consultant Dan O ' Keefe has 28 years of public
Technical Consultant accounting and governmental experience . He has audited
numerous governmental entities over the years, as well as
provided a variety of consulting services . He will ensure the
quality of the audit as an independent reviewer and will be closely
involved with all issues of major importance on the engagement.
Tracy Stabler 25 Managers Tracy Stabler and Sarah Hansard have 25 and 14 years,
Manager respectively, of private industry, public accounting, and
Sarah Hansard 14 governmental experience . They have experience in auditing
Manager counties and cities, utility operations, entities subject to the
federal Single Audit Act requirements, and numerous special
districts and agencies . They will be responsible for performing
specific audit procedures, supervising staff assigned to the audit,
and reviewing their work.
Julia Mitts 7 Supervisor Julia Mitts has seven years of public accounting
Supervisor experience including auditing Fortune 100 companies, SEC
clients, and not-for-profit organizations . She will be responsible
for performing specific audit procedures and supervising staff
assigned to the audit.
Laura Padgett 11 Staff Auditors Laura Padgett and Robert Lynch will be
Staff Auditor responsible for performing audit procedures under the direct
Robert Lynch 1 supervision of the Audit Managers and Audit Supervisor. All
StaffAuditor staff accountants assigned to this engagement have been
pretrained in performing audits of governmental entities .
Michael O . Lockwood 18 Director of Information Technology Mike Lockwood will assist in
Director of the review of the County ' s information systems, and aid the
Information Technology Managers, Supervisor, and Staff in assessing control risk related
to the County ' s information systems to determine the level of
reliance on them .
15
Commitment to Quality Service
Personnel Qualifications and Experience
Staff Continuity
We are committed to staff continuity. As a result, the professional staff assigned to your engagement
will remain on your engagement unless you prefer a change or we notify you . Staff continuity is to our
mutual benefit, because the knowledge of your operations that our staff gains from year to year will
facilitate providing you with efficient audit services as well as useful feedback.
16