Res 2013-129/Approving an agreement between/Alonzo, Bacarisse, Irvine & Plamer P.C. for professional audit services

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3.0 Ensure that its staff and responsible management personnel in other departments will be available during the audit to assist the Auditor by providing information, documentation and explanations. The preparation of confirmations will be the responsibility of the City. The City Attorney's staff is available to provide legal counsel to the City pertinent to the audit. 3.1 Perform day -to -day coordination of the audit. In addition, City staff will prepare schedules, statements, and worksheet, answer questions and perform routine clerical tasks, such as locating invoices. The Auditor will provide a list of these items to the City during planning procedures and will coordinate this request through the City's Director of Finance. 3.2 Coordinate assistance from City staff for providing location and filing sequence of information of all permanent records for audit sampling and replacement of records. 3.3 Provide the Auditor with access to the prior auditor's work papers for the fiscal year that ended September 30, 2012 and numerous years prior. Requests concerning inspection of previous work papers may be submitted to Chris Pruitt or his successor at (254)- 772 -4901. 3.4 Compile and prepare required work papers, the introductory and statistical sections of the CAFR, the letter of transmittal and management's discussion and analysis. As possible, all items will be provided by the City in an acceptable electronic format. The Director of Finance or designated Finance Department staff and the Auditor will decide at the interim and fieldwork conferences and which work papers are to be prepared by City staff. The City will have closed and balanced all accounts and have prepared preliminary work papers, subject to subsequent client and audit adjustments, for all funds to be examined by the Auditor. 3.5 Provide a separate work space and facilities for use by the Auditor in close proximity to the accounting records necessary for the Auditor to conduct the examination, if possible. In addition, the City will provide the Auditor with access to one telephone line, photocopying facilities and FAX capabilities. Any requirements for computer time and/or system documentation will be coordinated through the Finance Director or designated city staff. 3.6 Provide any information to the Auditor regarding the City's requirements for the Auditor's services under this Agreement. The City will furnish the Auditor with copies of data, reports, records and information in the City's possession needed by the Auditor at the Auditor's request. In addition, the City will provide all ordinances, resolutions, minutes of meetings, contracts, leases and assorted agreements as needed by the Auditor, as well as provide in -house legal counsel pertinent to the annual audit. 3.7 Cooperate with the Auditor in every reasonable way to ensure timely completion of the audit. 3.8 Designate Heather Hurlbert, Director of Finance, as the City's authorized representative to act on the City's behalf with respect to this Agreement. The City will examine the documents and information submitted by the Auditor and promptly render responses to the Auditor on issues requiring a decision by the City. 0