HomeMy WebLinkAbout71-17 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 71-17
File Number: 2017-0123
GRANT THORNTON LLP:
A RESOLUTION TO APPROVE A CONTRACT WITH GRANT THORNTON LLP IN THE AMOUNT
OF $95,500.00 TO PROVIDE INDEPENDENT AUDIT SERVICES TO THE CITY OF FAYETTEVILLE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Grant
Thornton LLP in the amount of $95,500.00 to provide independent audit services to the City of
Fayetteville. A copy of the engagement letter for services is attached to this Resolution and made a part
hereof.
PASSED and APPROVED on 3/21/2017
Page 1
Attest:
Sondra E. Smith, City Clerk Treasurer
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City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2017-0123
Agenda Date: 3/21/2017 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 4
GRANT THORNTON LLP:
A RESOLUTION TO APPROVE A CONTRACT WITH GRANT THORNTON LLP IN THE
AMOUNT OF $95,500.00 TO PROVIDE INDEPENDENT AUDIT SERVICES TO THE CITY OF
FAYETTEVILLE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with
Grant Thornton LLP in the amount of $95,500.00 to provide independent audit services to the City of
Fayetteville. A copy of the engagement letter for services is attached to this Resolution and made a part
hereof.
City of Fayetteville, Arkansas Page 1 Printed on 312212017
Marsha Hertweck
Submitted By
City of Fayetteville Staff Review Form
2017-0123
Legistar File ID
3/21/2017
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
3/1/2017 Accounting & Audit /
Finance & Internal Services Department
Submitted Date Division / Department
Action Recommendation:
Request approval of a contract with Grant Thornton, LLP for annual audit services for the 2016 financial audit.
Budget Impact:
Account Number
various
Fund
Project Number Project Title
Budgeted Item? Yes Current Budget $ 99,500.00
Funds Obligated $ -
Current Balance $ 99,500.00
- Does item have a cost? Yes Item Cost $ 95,500.00
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget $ x,000,00
V20140710
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
Approval Date:
CITY OF
ARKANSAS
MEETING OF MARtH.2.1, 2017
CITY COUNCIL AGENDA MEMO
TO: Mayor Lioneld Jordan and Fayetteville City council
THRU: Paul Becker
FROM: Marsha Hertweck
DATE: March 1, 2017
SUBJECT: Annual Audit
RECOMMENDATION:
Approval of the fifth year of a five year contract with Grant Thornton, LLP for annual audit
services for the 2016 audit.
BACKGROUND:
The City is required, under Arkansas statutes and applicable bond issues, to have an annual
financial audit conducted by either Legislative Audit or a Certified Public Accounting firm licensed
in Arkansas. Because of the requirements of bond indentures, the City has for the past thirty plus
years utilized the services of a private CPA firm to perform these mandated financial audits.
Grant Thornton was selected by the City following the applicable rules and regulations concerning
the procurement of auditing services for a five year contract beginning with the 2012 audit. Under
this contract Grant Thornton will provide an annual audit of the City's financial statements and a
review of the City's internal control system as required by state law. In addition to the financial
audit, Grant Thornton will issue a report on internal control and compliance requirements for major
federal award programs as required by the Single Audit Act. The single audit is the primary
mechanism used by federal agencies to ensure accountability for federal awards to non-federal
entities.
Finally, Grant Thornton will also provide technical assistance to the City in producing the
Comprehensive Annual Financial Report (CAFR). The CAFR includes the City's financial
statements as well as statistical information required by the City's bond covenants.
DISCUSSION:
Staff is recommending approval of the contract with Grant Thornton, LLP for auditing services.
BUDGET/STAFF IMPACT:
The cost of the 2016 audit is $95,500. The audit cost has been budgeted in General Fund and
various other funds in the 2017 budget.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Attachments:
Grant Thornton Engagement Letter
0 GrantThornton
January 25,,20.17
Deat NL Jordan -
'his letter. (the. "Engagement. Letter") documents our: mutual und'erstandingg of the arrangements for the
services descvbedhereut,
Scope: of seitvices.
GranuThornton LLP ("Grant Thornton') will audit the financial statements of the goverrunental activities; the
business -type activities; tho aggregate discretely presented component units, each major fund, and the. aggtegate
remining•fund_information, which collectively comprise the basic financial statements Cfinancial statements
of the City of Fayetteville, Arkansas (collectively, the "City', as of and for -the year ended December 31-, 2016.
-The separate financial statements of the Fayetteville Advertising and Promotions Comrnission and the
Fayetteville Public Library, included in the financial statements, will 'be audited by other auditors; who will be
engaged separately from this engagement letter. Our audit opinion, insofar as it relates to the amounts included
for the: Fayetteville Advertising and Promotions Commission and the Fayetteville Public Library, will make
reference o, the audit performed. by the other auditors. Our financial statement audit will be conducted in
accordance with auditing standards generally accepted in the United States of America ("US GRAS'.)
established by the American Institute of Certified Public Accountants ("AICPA' and the standards for
financial audits of the U.S. Government Accountability Office's ("GAO's Government Audeting Standards
("GAGAS' issued by the Comptroller General of theUnited States. An audit involves performing procedures
to obtain audit evidence about the amounts and disclosures in. the financial statements. The procedures selected
depend on the auditor's judgment; including the assessment ofthe risks of material misstatement of the financial
statements;. whether due to fraud or; etror, An audit: also includes evaluating the appropriateness of the:
accounttt�g policies used and the reasonableness of significant accounting estimates made by management, as
well as evaluating the overall financial statement presentation.
In assessing the risks of material misstatement, an auditor considers internal control relevant to the entity's
preparation and fair presentation of the financial statements in order to design audit. procedures that are
appropriate in the: circumstance. GALAS further requires us to perform tests of the entity's compliance with
laws, regulations, contracts, and grant agreements, in which noncompliance could have a direct and material
effect'on the determination of financial statement amounts. However, a financial statement auditis not designed
to provide assurance: on compliance or internal control over financial reporting or to identify immaterial
instances of noncompliance or internal control deficiencies.
GraM Thornton LLP
Vs. 6.a.M a .firrrt of'Grant Thomton IMemational Ltd
Grant Thornton LLP
11 x« Lioneld j c�rdan
1717 Mait(. $tteet, Suite 1800,
1111ayi]r
Dallas, TX 75201-4667
City of F etteville, Arkansas
T2.14.561.2.3.00
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F 214:561,2370
i l wUest Mountain Stteet:
GrantThomtonxorn
Fayetteville, Arkansas 72701
linkti.in/GtantThanttnnllS
twitter .om/,.GrantThomtonQ8
Deat NL Jordan -
'his letter. (the. "Engagement. Letter") documents our: mutual und'erstandingg of the arrangements for the
services descvbedhereut,
Scope: of seitvices.
GranuThornton LLP ("Grant Thornton') will audit the financial statements of the goverrunental activities; the
business -type activities; tho aggregate discretely presented component units, each major fund, and the. aggtegate
remining•fund_information, which collectively comprise the basic financial statements Cfinancial statements
of the City of Fayetteville, Arkansas (collectively, the "City', as of and for -the year ended December 31-, 2016.
-The separate financial statements of the Fayetteville Advertising and Promotions Comrnission and the
Fayetteville Public Library, included in the financial statements, will 'be audited by other auditors; who will be
engaged separately from this engagement letter. Our audit opinion, insofar as it relates to the amounts included
for the: Fayetteville Advertising and Promotions Commission and the Fayetteville Public Library, will make
reference o, the audit performed. by the other auditors. Our financial statement audit will be conducted in
accordance with auditing standards generally accepted in the United States of America ("US GRAS'.)
established by the American Institute of Certified Public Accountants ("AICPA' and the standards for
financial audits of the U.S. Government Accountability Office's ("GAO's Government Audeting Standards
("GAGAS' issued by the Comptroller General of theUnited States. An audit involves performing procedures
to obtain audit evidence about the amounts and disclosures in. the financial statements. The procedures selected
depend on the auditor's judgment; including the assessment ofthe risks of material misstatement of the financial
statements;. whether due to fraud or; etror, An audit: also includes evaluating the appropriateness of the:
accounttt�g policies used and the reasonableness of significant accounting estimates made by management, as
well as evaluating the overall financial statement presentation.
In assessing the risks of material misstatement, an auditor considers internal control relevant to the entity's
preparation and fair presentation of the financial statements in order to design audit. procedures that are
appropriate in the: circumstance. GALAS further requires us to perform tests of the entity's compliance with
laws, regulations, contracts, and grant agreements, in which noncompliance could have a direct and material
effect'on the determination of financial statement amounts. However, a financial statement auditis not designed
to provide assurance: on compliance or internal control over financial reporting or to identify immaterial
instances of noncompliance or internal control deficiencies.
GraM Thornton LLP
Vs. 6.a.M a .firrrt of'Grant Thomton IMemational Ltd
0 GrantThornton
VF/lten conducting an audit; the auditor is required to obtain reasonable assurance: about whether the financial
statements :are free from: material misstatement; whether due to fraud. or .error, to enable the auditor to express
an, opinion on whether the financial statements are presented fairly, inall material respects, in accordance with
accounting principles generally accepted in the United States of America. Although not absolute assaxance;
reasonable assurance is, nevertheless, a high level of assttsance. However, an audit is not a guarantee of .the
aEcuracy of :the financial statements. Even though the audit is properly planned: and performed in accordance
with professional standards, an unavoidable risk exists that some material misstatements or noncompliance
with laws, regulations, contracts, and grant agreements may not be detected due to the inherent limitations of
an audit, togetherwith the inherent limitations of internal control. Also; an audit is not designed to detect errors
or fraud that is immaterial .to the: financial statements:
It: should be noted that because the determination of abuse s. subjective; we have no responsibility to design
the:audit to provide reasonable assurance of detecting abuse, Abuse is: distinct from fraud and noncompliance.
Abuse involves behavior that is: deficient or improper when compared with: behavior that a prudent person
would consider reasonable and necessary business .practice given the facts and citcumstances.
,Pursuant to the Single Audit Act Amendments: of 1996 and Title 2 U.S.: Code of Federal Regulations ("CFR'
Part 200, Un fvrwAdnikErirrrtive Requitrxentr, Carl Principler, and Audit Rg*ihmentr for Federal Amards ("Uniform
Guidance"), we will also audit the City's compliance with the .types of compliance requirements described in
the. (711113 Cvmpliaxe Srpplement that could have a direct and material effect on each ofits major federal programs
for the year ended December 31, 2016, We will conduct our compliance audit in accordance. with US GRAS,
GAGAS; and the Uniform Guidance. Those standards and the Uniform Guidance require the auditor to plan
and. perform the compliance audit to obtain reasonable assurance about whether noncompliance with the types
of compliance requirements that could have a direct and material effect. on each major federal program
occurred, to enable the auditor to express an opinion on the entity's compliance with these requirernents in all
material;respeets. A compliance audit includes determining major programs, examining, on a test basis, evidence
about the entity's compliance with those requirements, and performing such other procedures as we considered
necessary in the circumstances, including performing tests of internal control to evaluate the effectiveness of
the design and operation of controls considered relevant to preventing, or detecting and correcting, material
noncompliance with requirements applicable to major programs. Absolute assurance is not attainable because
the compliance audit is conducted on a test basis and compliance with the specific program requirements is
subject to the inherent limitations of internal control over compliance, which .may not prevent or detect
intentional or unintentional noncompliance. Accordingly, material noncompliance may remain undetected.
Also, ta compliance audit is not, designed to detect noncompliance, whether intentional or unintentional, that is
immaterial. Our compliance audit does not provide a legal determination of the City's compliance with those
requirements.
Upon the completion of the foregoing financial statement and compliance audits and subject to their findings,
we will render our reports on the City's financial statements and on the City's compliance with the requirements
referred to above that are applicable to each of its major federal programs and will communicate our findings
in accordance with US GARS; GAGAS, and the Uniform Guidance. Our report on the City's compliance will
include our findings on internal control over compliance; however, no opinion will be expressed on internal
control over compliance;
:GrantThoratm LLP
U.S. rnWber firm dGrAO Nrgt*Jnt?[national Ltd
0 GrantThornton
As required by GAGAS, we'will also render a report that includes our findings on the City's internal control
over financial reporting and. compliance with Iaws, regulations, contracts, and grant agreements, and other
matters .based on our financial statement audit.:Such report will be considered :integral to the basic financial
statements and will be referred to in our report thereon. However, providing an opinion .on internal control
over :financial reporting or on compliance with those provisions is :not an objective of our financial statement
audit and accordingly, we will not express such an opinion,
Req+tdred.supplenieniary information
Accounting principles generally accepted in the United States of America require that the Management's
Discussion and Analysis; the Schedule of Changes in the.Firemen's Pension 'and Relief Fund - Net .Pension
Liability, the Schedule of the Firemen;'s Pension and ReliefFund Net Pension Inability, the Schedule of the'City
of Fayetteville's .Contributions for the Firemen s. Pension and ReliefFund; the Schedule of investment Returns
:for Firemen's Pension and Relief Fund, the Schedule of tChanges in the Policemen's Pension and Relief Fund -
N'et Pension Liability, the Schedule of the Policemen's Pension and Relief Fund Net Pension .liability, the
:Schedule of the City ofFayetteville's Contributions for the Policemen's Pension: and Relief Fund; :the Schedule
of investment Returns for Policemen's Pension and Relief Fund, the Schedule of the City's Share of Net
Pension Liability, the Schedule of the City's Net Pension - Liability Arkansas I:ocal Police and Fire Retirement
System (LOPED, the Schedule of the City's Contributions - Arkansas Local Police and Fire Retirement System
(LOPP, Additional. Plan Information - Arkansas Local Police and Fire Retirement System (LOPFI), and the
.Schedule of,Funding Progress - Other P.osteinployinent Benefit Plan be presented to supplement the basic
financial statements. Such information, although .not a required part of the basic financial statements, is required
by the Governmental Accounting Standards Board ("GASB') who considers it to be an essential part of
financial reporting for placing the basic financial statements in an appropriate operational, economic, or
historical context. This required supplementary information is the responsibility of management. We will apply
certain limited procedures to the required supplementary information in accordance with US GRAS. These
limited procedures consist of inquiries of management about the methods of preparing the information and
comparing the information for consistency with management's responses to our inquiries, the basic financial
statements, and other knowledge we obtain during our audit of the basic financial statements. We will not
express an opinion nor provide any assurance on the information because the limited procedures will not
provide us with sufficient evidence to express an opinion or provide any assurance.
Other information
Management.is responsible for providing us with other information that will be included 'man annual.report or
similar document containing audited financial statements and our auditor's :report thereon, including the
introductory and statistical sections presented to fulfill the requirements of the Government Finance Officers'
Association Comprehensive Annual Financial Report C CAFR" ). Management should provide the information
prior to the release of out auditor's report. Our responsibility for such information does not extend beyond the
financial information identified in our report. We do not perform any procedures to corroborate the other
information contained in these documents. Professional standards require us to read the other information and
consider whether the other information, or the manner of its presentation, is materially inconsistent with
information appearing in the financial statements. We will bring to management's attention any information
that we believe is a material misstatement of fact.
Giant Thornton "
US, mwwr Pmn of GrantThocq* lnternatlonol Ltd
40 GrantThornton
Responsibilities. of those charged with governance
Effective two-way communication with the City Council and Audit Committee (referred to as "those charged
with govemance'� assists us in obtaining information relevant to the audit and also assists those charged with
governance in fulfilling their responsibility to oversee the financial reporting process. Those charged with
governance play an important role in the City's internal control over financial reporting by setting a positive
tone at the top and challenging the City's activities in the financial arena. Accordingly, it is important for those
charged with governance: to communicate to us matters they believe arc relevant to our engagement. As
indicated below, management also has a responsibility to communicate certain matters to those charged with
governance andto Grant Thornton.
In connection with our engagement, professional standards require us to communicate certain matters that
eomc to out attention to those charged with. governance; such as the following:
• fraud involving' senior -management and fraud that causes a material misstatement
• illegal acts, unless clearly inconsequential
• violations of contracts or:grant, agreements and abuse that causes a material misstatement
• noncompliance with the provisions of a major federal financial assistance program
• failure to report fraud, illegal acts, violations of contracts or grant agreements, or abuse to specified external
parties when :required bylaw or regulation. We may also be required to report such matters directly to the
ex tern al party..
• significant deficiencies and material weaknesses in internal control over financial reporting and federal
financial assistance
• disagreements with management and other serious difficulties encountered
• qualitative aspects of significant accounting practices, including accounting policies, estimates, and
disclosures
• audit adjustments and uncorrected misstatements, including missing disclosures.
Management responsibilities
As you are aware, the financial statements are the responsibility of management. Management is responsible
for preparing and fairly presenting the financial statements in accordance with accounting principles generally
accepted in the United. States of America., which includes adopting sound accounting practices and complying
with changes in accounting principles and related &dance. Management is also responsible for:
• providing us with access to all information of which they are aware that is relevant to the preparation and
fair presentation of the financial statements, including all financial records, documentation of internal control
over financial reporting and federal financial assistance and related information, and any additional
information that we may request for audit purposes
• providing, us with unrestricted access to petsons within the City from whom we determine it necessary to
obtain audit evidence
• making us aware of any significant contractor relationships in which the contractor has the responsibility for
program compliance
• ensuring that the City identifies and complies with all federal statutes, regulations, and terms and conditions
of federal awards applicable to its activities and for informing us of any known violations. The City should
Grant Thornton LLP
U.S,.r jer oar firm of Grant Thornton Internafional LAi
. G rantThornton
identify -and disdase to us ,all federal statutes, regulations, and terms and conditions of federal :awards that
hve a direct and,material effect on the determination of ;financial stattrneW amounts or other significant
financial data.
• taking timely and -appropriate steps to remedyftaud, illegnt. acts, violations of contracts or federal awards, or
'abuse that we may report
fa designing, implementing, and, mamitaining effective internal control over financial reporting and federal
financial assistance, which includes adequate accounting records and procedures to safeguard the City's
:assets, and 1fdr infornIing us of an known significant deficiencies and material weaknesses'1i41 and t
sigm can
�flanges iftj internal control over financial reporting and federal financial assistance
f6trningus.1 their views about
be. risk of fraud within the City and their awareness of any known or
of � view
suspected Eraudand the related corrective action proposed
a cial statements, � Mcorrect . at misstatements an
adjusdng�the fin,.n. 6 temcrits, including disclosures t m'ateri d f6r,affitming
.to. 4.s in a representation letter that the effects of any uncorrected :misstatements, including :missing
disclosures, Aggregated by us during the current engagement, including,thote pertaining to.the: latest period
presented, resented, are immaterial, both individually and in the Aggregate to the financial statements: as: a 'xihole
• establishing and maintaining a process to address :and track the status :of our findings, conclusions, and
recommendations, including providing management's views on'such matters is well as planned corrective
actions to be included in the report, in a timely manner, This includes informing us of findings and
recommendations from previous audits, attestation engagements; or other studies that could have a material
effect on: the financial statements and whether any related recommendations- were implemented.
informing us of any events occurring subsequent to the date of the financial statements through the date of
our auditor's report that may affect the financial statements or the related disclosures
informing us of Any subsequent discovery of facts that may have existed at the date of our auditor's report
that may have affected the financial statements or the related disclosures
IR taking corrective Action on any reported findings or questioned costs reported to them and preparing a
summary schedule of prior audit findings and a corrective action plan, if applicable, as required by the
Uniform Guidance
•
submitting the =porting package (including - financial statements, schedule of expendiaires of federal awards,
auditor's reports and, if applicable, a summary schedule of prior audit findings and a corrective action plan)
along with the Data Collection Form to the -designated federal clearinghouse and, if appropriate, to pass-
through entities, The Data Collection Form and the reporting package must be submitted within the earlier
of 30 days After receipt of the auditor's reports or nine months after the end of the Audit period, unless a
longer period is agreed to in advance by the cognizant ant or oversight agency for the audit,.
• distributing the report(s), including the financial statements, any supplementary information, and the
report(s) thereon, to those officials and organizations requiring then -I.
To assist those charged with governance in fulfilling their responsibility to oversee the financial reporting
process, management should -discuss with those charged with governance, the.
adequacy of internal control over financial reporting and federal financial assistance and the identification of
any significant .deficiencies or material weaknesses, including the related corrective action proposed
Grant Tbaiwon LLP
LLS, member Arm of Grant Thamtob Infenatonal Ltd
GrantThornton
significant accounting policies, alternative treatments, and the reasons for the initial selection of, or change
in, significant -accounting policies
• process used by management in formulating particularly sensitive accounting judgments and estimates and
whether the possibility exists that future events affecting these estimates may differ markedly from current
judgments
o basis used by management in determining that uncorrected misstatements, including missing disclosures, are
iiriitt ter'A both individually and in the Wegate, including whether any of these uncorrected misstatements
could potentially cause future financial statements to be materially misstated.
We willrequire management's cooperation to complete our services. in addition; we will obtain, in accordance
with ptofessional standards, certain written representations from management, which we will rely upon.
Use of our reports
The inclusion, publication, or reproduction by the City of any of our reports in documents such as bond
offerings; regulatory filings; and Data Collection Forms containing information in -addition to financial
statements may require us to perform.additional procedures to fulfill our professional or legal responsibilities.
tl Accordingly, our reports should .not be used for any such purposes without our prior. permission. In addition,
to avoid unnecessary delay or misunderstanding, it is important that the City give us timely notice of its intention
to issue any such document,
The report on compliance with laws, regulations, contracts, and grant agreements and internal control over
financial reporting and the report on compliance and internal control over compliance related to major
programs issued in accordance with the Uniform Guidance will each include a statement that describes the
purpose of the communication, which is to describe the scope of our testing of internal control over financial
reporting, internal control over compliance, and compliance, and the result of that testing. Accordingly, these
reports are not suitable for any other purpose..
Other services
Supplementary information
Management is responsible for separately preparing the schedule of expenditures- of federal awards for the year
ended December 31, 2016,in accordance with the Uniform Guidance and the combining and individual fund
statements and schedules in accordance with the requirements of the Government Finance Officers'
Association Comprehensive Annual Financial Report ("CAER"). Such supplementary information, which will
be presented for purposes of additional analysis and is not a required part of the financial statements, will be
subjected to the auditing procedures applied in the audit of the financial statements and certain additional
procedures. These procedures will include comparing and reconciling the supplementary information directly
to the underlying accounting and other records used to prepare the financial statements or to the financial
statements themselves, and other additional procedures in accordance with US GARS. The purpose of our
procedures will be to form and express an opinion as to whether the supplementary information is fairly stated,
in all material respects, in relation to the financial statements as a whole.
Grant Thornton LLP
U.s. member Nrtn affrontThomton International Ltd
GrantThornton
In connection with our procedures; management is responsible for informing us about:
• the methods of measurement and presentation of the supplementary information
• whether those methods Have changed from the methods used in the prior period and the reasons for the
change, if.. any
• any significant assumptions or interpretations underlying the measurement or presentation of the
supplementary information.
Management will present the, supplexhentary information with "the audited financial statements. Management is
responsible for including .our report on the supplementary information in any document that contains the
suppleme'nuay info madon and that indicates we reported on it,
We will require management to provide us with certain written: representauon8 related to their responsibilities
described above, including whether management believes the supplementary information (nYcluding its form
and content) is :fairly presented in accordance -with theUniforrn Guidance and GAFR and/or the applicable
criteria, as appropriate.
Any other services thatyou request will constitute a separate engagernent that will be subject to our acceptance
procedures. Professional standards; laws, and regulations may -prescribe limitations on non -audit services. we
may perform without' impaidng our independence.
Fees
Standard billings
Our billings for the services set: forth in this Engagement Letter, which will not exceed $95,500 with additional
out-of-pocket expenses not to exceed $:5,000, will be rendered on an estimated basis in accordance with the
enclosed Schedule of Standard Billings and are payable payable within 20 days of receipt.
General purpose financial audit $88000
GASB 6.8 procedures 7,500
Out of Pocket 5,000
Billing, date
Fees
March 9, 2017 $12,500 — Single Audit procedures
March 30, 2017 $25,000
April 15, 2017 $28,000
May 15, 2017 $35,000
If it appears that the estimated fee will be exceeded, we will bring this to your attention.
Grant Thornton LLP
U.8_ m�iibo firm 6i 'rant Thornton hWnaGanal Ltd
GrantThornton
From time to time, Grant Thornton may receive certain incentives in the form of bonuses and rewards from
its corporate card andother vendors. Such incentives to the extent received will be retained by Grant Thornton
to cover firth expenses.
Additional. bifiings
Of course, circumstances may arise that will require us to do more work. Some of the more common
circumstances inciude:changing auditing, accounting; and reporting requirements from, professional and
regulatory bodies; incorrect accounting applications or errors in City records; restatements; failure to furnish
accurate and complete information to us on a timely.basis; and unforeseen events, including legal and regulatory
changes.
We are enclosing an explanation of various. matters that can cause us to perform workin excess of that
contemplated by' ouir fee estimate.
At Grant Thornton, Yve pride :ourselves on our ability to provide outstanding service and meet our clients'
deadlines. To help accomplish this goal, we work hard to have the right professionals available. This involves
complex: scheduling models to balance the needs of our clients and the utilization of our people, particularly
during peak periods of the year, East minute client requested scheduling changes result in costly downtime due
to :our inability to make alternate arrangements for .our professional staff.
We will coordinate a convenient time for Grant Thornton to begin work. If, after scheduling our work, you do
not provide proper notice, which we consider -to be one week, of your inability to meet the agreed-upon dates
:for any reason, .or do :not provide us with sufficient information required to complete the work in a timely
manner, additional biliungs will be rendered for any downtime of our professional staff
Adoption of new accounting standards
Professional and regulatory bodies frequently issue new accounting standards and guidance. Sometimes,
standards are issued and become effective in the same period, providing a limited implementation phase and
preventing us from including the impact in our estimated fees. In such circumstances, we will discuss with you
the additional audit procedures and related fees, including matters such as the. retrospective application of
accounting; changes and.changes-in classification.
Other coasts
T'xcept..with tespect to a dispute or litigation between Grant Thornton and the City, our costs and time spent
in legal and regulatory matters or proceedings arising from our engagement, such as subpoenas, testimony, or
consultation involving private litigation, arbitration, industry, or government regulatory inquiries, whether'made
at the City's request or by subpoena, will be billed to the City separately.
Professional standards impose additional responsibilities regarding the reporting of illegal acts that have or may
have occurred. To fulfill our.responsibilities, we may need to consult with the City's in-house counsel or counsel
of our choosing about any illegal acts that we become aware of. Additional fees, including legal fees, will be
billed to the City. The City agrees to ensure full cooperation with any procedures that we may deem necessary
to perform.
Grorn ThRrnson LRP
U.S. alem* Nim of Gtantlhomtan Intemaat wi Ltd
0 GrantTho.rnton
Other matters
RelationshipAo: Grant Thornton International, Ltd
Grant Thornton is the U.S. member firm of Granit Tliorixiori International Ltd ("GTII; � an organization of
independently owned and managed accounting and consulting firms. References to GYM are to Grant
Thornton International Ltd. GT II_ and the rneinber ficins are not a worldwide partnership. Services are
delivered independently by the member firms. 'These firms axe not members of one international partnership
or otherwise legal partriers with each other internationally, nor is any one firthm, responsible for the services or
activities of any other firm,
Use: of".third-party service providers and affiliates
GrantThorritonmay usethird-party service providers, such as independent contractors, specialists; orvendors,
to. assist in providing our professional services. We may also use GTIL member.firms; other affiliates; including
the GT[.IS.Shared Services Center India Pr}.vateLitnited and the Grant Thornton US Knowledge and Capability
Center India Private Limited,, affiliates of Grant 'Thornton located in Bangalore; India, or other accounting
firms.:Such entities may be located within or outside the United States.
Grant Thornton: also may use the technology and resources of the following entities to assist us as follows:
+ Capital Confirmation, Inc. electronic bank confirmation services
You hereby consent and authorize us to disclose City, information to the above named entities,
Additionally; Grant Thornton may use third -party service providers -to provide administrative or operational
support to Granit Thornton, or to provide engagement team resource services. Such entities may be located
within or outside the United States. All of these third party service providers are subject to confidentiality
obligations to protect the confidentiality of client data.
You, hereby consent and authorize us to disclose City information to the GT US Shared Services Center India
Private Limited and/or the Grant `Thornton US Knowledge and Capability Center India Private Limited and
the .other above named entities for purposes of providing services to you.
Peer review report
GAG_As requires that we provide: you with a copy, of our most recent triennial quality control review report.
Accordingly, our-I&y 37; 2014 Peer. Review Report accompanies the Engagement Letter.
Privacy
Grant Thornton is committed to protecting. personal information. We will maintain such information in
confidence in accordance with professional standards and governing laws. Therefore, any personal information
provided to us: by the. City will be kept confidential and not disclosed to any third party unless expressly
permitted by the City or required by law, regulation, legal process, or professional standards. The City is
responsible for obtainislg, pursuant to law or regulation, consents from parties that provided the City with their
personal information, which will be. obtained, used, and disclosed by Grant Thornton for its required purposes.
Grant ihomten LLP
tl.S. mmibccr $rm of Gradthomlon Inlernaanal Ltd
GrantThornton
10
Documentation
The. d..ocumentation. for this engagement is the property of Grant Thornton and constitutes confidential
infofrmtion. We have a responsibility to retain the documentation for a period of time sufficient to satisfy any
applicable legal or regulatory requirements for records retention.
Pursuant to law or regulation, we may be requested to make certain documentation available to regulators,
governmental agencies, or their representatives ("Regulators"). If requested, access to the documentation will
be provided :to the Regulators under our supervision. We may also provide copies: of selected documentation,
which the Regulators may distribute to othergovernmental agencies or third parties. You hereby acknowledge
we will allow and authorize us to allow the Regulators :access to, and copies of, the documentation in this
MAnner,
Eleettonic communications
Our g the course of out engagement, we may need to -electronically transmit confidential' information to each
other and to: third -party service providers or other entities engaged by either Grant Thornton or the City.
.I
Electronic methods include telephones, cell phones, e-mail, secure file transfers, use of'SharePoint sites, and
.fax. These technologies provide a fast and convenient way to communicate. However, all forms :of electronic
communication have inherent security weaknesses, and 'the risk of compromised confidentiality cannot be
ted. The City agrees to the use of electronic methods to transmit and receive information, including
confidential information,
Standards of performance
We will .perform our services in conformity with the terms expressly set forth in this Engagement letter,
including all applicable professional standards.. Accordingly, our services shall be evaluated solely on our
substantial conformance with such terms and standards. Any claim of nonconformance must be clearly and
convincingly shown;
With respect to the services and this Engagement Letter, in no event shall the liability of Grant Thornton and
its present, future, and former partners,: principals, directors, employees., agents, and contractors for any claim,
including but not limited to Grant Thornton's own negligence, exceed the fees it receives for the portion of the
work giving rise to such liability. This limitation shall not apply to the extent that it is finally determined that
any claims, losses, or damages are the result of Grant Thomton's gross negligence or willful misconduct. -In
addition, Grant Thornton shall not be liable for any special, consequential, incidental; or exemplary damages
or loss (nor any lost profits, interest, taxes, penalties, loss of savings, or lost business opportunity) even if Grant
Thornton was advised in advance of such potential damages. This paragraph and the paragraph directly below
shall apply to any type of claim asserted, including contract, statute; tort, or strict liability, whether by the City,
Grant Tliornton, or others.
Further, the City shall, upon receipt of written notice, indemnify and hold harmless Grant Thornton and its
present, future, and former partners; principals, directors, employees, agents, and contractors from and against
any liability and damages (including punitive damages), fees., expenses, losses, demands, and costs (including
defense costs) associated with any claim arising from or relating to the. City's knowing misrepresentations or
false orincomplete information provided to Grant Thornton. In the event of any controversy or claim agauist
Grant Thornton arising from or related to the services described herein, Grant Thornton shall be entitled to
defend ,itself £torn such controversy or claim and to participate in _any settlement, administrative, or judicial
proceedings.
GmtThorntun LLP
U.S, membrfirm of GrantThomton Intemational Ltd
0 Granffhornton 11
It is .expressly agreed by the Entity and Grant Thornton that any claim by, or on behalf of either party, arising
out -of services or this Engagetn ent Letter; whether it be in contract, tort, or otherwise, shall be. deemed waived
if a claim is asserted more than two (2) years from: the date of the report(s) issued by Grant Thornton; or
(ii) tbe:date of this Eng. gement Letter if no report has been issued.
If because of a change in the City's status or due to any other reason, any provision in this Engagement letter
would be prohibited by laws, regulations, or published interpretations by governmental bodies, commissions,
state boards of accountancy or other regulatory agencies, such provision shall, to that extent, be, of'no further
force and effect, and the Engagement Letter shall consist of the remaining portions.
Dispute: resolution
Any controversy of claim arising out of or relating to the services, related fees, or this Engagement Letter shall
firstbe submitted to mediation. A mediator will beselected by agreement of the -parties, or if the parties cannot
agree; a mediator' acceptable to all parties will be appointed by the American Arbitration Association
(-AAA"),'Me mediation will proceed in accordance with the customary practice of mediation. In the unlikely
event that any dispute or claim cannot be resolved by mediation, we both recognize .that the matter.will probably
involve complex business or accounting issues: that would be decided most equitably to us both by a judge
hearing the evidence without a jury. Accordingly, to the extent now or hereafter permitted by applicable law,
the City and Grant Thornton agree to waive any right to a trial by jury in any action, proceeding, or counterclaim
arising out of or relating•to our services or. this Engagement Letter.
Lf the above jury trial waiver is determined to be prohibited by applicable law, then the parties agree that the -
dispute or claim shall be settled by binding arbitration. The arbitration proceeding shall take place in the city in
which the Grant "Thornton office providing the relevant services is located, Unless the parties mutually agree to
a different location. The proceeding shall be governed by the provisions of the Federal Arbitration Act (" FAA'
and will proceed in accordance with the then current Arbitration Rules for Professional Accounting and Related
Disputes of the AAA, except that pre -hearing discovery must be specifically authorized by the arbitrator. The
arbitrator will be selected from AAA, JAMS, the Center for Public Resources, or any other internationally or
nationally -recognized organization mutually agreed upon by the parties. Potential arbitrator naives will be
exchanged: within 15 days. of the patties' agreement to settle the dispute or claim by binding arbitration; and
arbitration will thereafter proceed. expeditiously. The arbitration will be conducted before a single arbitrator,
experienced in accounting and auditing matters. The arbitrator shall have no authority to award non -monetary
or equitable relief and will not have the right to award punitive damages. The award of the arbitration shall be
in writing and shall be accompanied by a well -reasoned opinion. The award issued by the arbitrator may be
confirmed in a judgment by any federal or state court of competent jurisdiction. Each ,party shall be responsible
for their own costs associated with the arbitration, except that the costs of the arbitrator shall be equally divided
by the parties. The arbitration proceeding and all information disclosed during the arbitration shall be
maintained as confidential, except as may be required .for disclosure to professional or regulatory bodies or in
a related confidential arbitration; In no event shall a demand for arbitration be made after the date when
institution of legal or equitable proceedings based on such claim would be barred under the applicable statute
of limitations.
Grant Thornton LLP
U.S, member firm OGrintThgniton International Ltd
'Y GrantThornton
12
Authorization
This Engagement Letter sets forth the entire understandu-tg between the City, and Grant Thornton regarding
the services described herein and supersedes anyprevious proposals, correspondence, and understandings,
whether written or oral. If any portion of this Engagement Letter is held invalid, it is agreed that such invalidity
shall not affect any of the remaining portions.
Please confirm your acceptance of this Engagement Letter by signing below and returning one copy to us in
the enclosed self-addressed envelope. In addition, please provide the signed copies of the Engagement Letter
to. the City Finance Director, Paul Becker, in order for management to acknowledge the terms herein.
Sincerely,
GRANT THORNTON LLP
tD ()\� �004,
Dan Barron
Partner
cc: Paul Becker, Finance Director
Enc: Matters that can cause work in excess of fee estimate
May 31, 2014 Peer Review Report
Agreed and accepted by:
Date: d I
veld Jordan, a
Attest by:
�� F,AYE�4Ti �1141.L�.
•a r
'`
City Clerk/Treasurer
1 t t t+i+fit
Management's acknowledgment of the Engagement Letter by:
�T f Q . J Date:
Paul Becker, Finance Director
Grant Thornton LLP
US_ member On of Grant Thamton Intema.Uonal Lid
3.r,2-1-/
Y.,Y��~ � . GrantThornto.n 13
MAT'T'ERS THAT CAN CAUSE WORK IN EXCESS OF FEE ESTIMATE
We want you to receive the maximum value for our professional services and to perceive that our fees are
reasonable and fair. However, in seeking to provide you with such value, we find there are various matters that
can cause us to perform work in excess of that contemplated by our fee estimate: The following .explains the
matters that arise most frequently.
Changing requirements
Today, there are numerous governmental or rule-making bodies that regularly add or change various
requirements. Although we attempt to plan out work to anticipate the requirements that will affect our
engagement, three types of situations make this difficult. Sometimes, these new requirements are not
communicated in time for us to anticipate their effects in our preliminary planning. Secondly, in spite of our
anticipation and plannilig„ the work necessary to comply with new requirements may be underestimated. Finally,
in some instances, you may decide that it is advantageous. to you to have the. new requirements applied
immediately.
Incorrect accounting applications or errors _in your records
We generally form our fee estimates on the expectation that your accounting records are in. good order so that
our work can be completed based upon our normal testing and other .procedures. However, should we. find
numerous errors, incomplete records, or disorganized .bookkeeping methods, we will have to do additional
work to determine that the necessary corrections have been made and properly reflected in the financial
statements.
Lack of audit facilitation or timely preparation
To minimize your costs, we plan the means by which your personnel can facilitate the audit (for example, what
schedules they will prepare, how to prepare them, the supporting documents that need to be provided, and. so
forth). We also discuss matters such as availability of your key personnel, deadlines, and working conditions.
Indeed, the information concerning these matters that you furnish to us is a key element in our fee quotation.
'Therefore, if your personnel are unable., for whatever reasons, to provide these materials on a timely basis, it
may substantially increase the work we must do to. complete the engagement within the established deadlines.
Moreover, in some circumstances, this may require a staff' withdrawal, as discussed below.
Staff withdrawal
A staff withdrawal consists of our removing one or all staff because the condition of your records, or the
inability of your personnel to provide agreed upon materials, within the established timetable, makes it
impossible for us to perform our work in a timely, efficient manner, as established by our engagement plan.
Sometimes, a complete staff withdrawal is necessgy to permit an orderly audit approach. A staff withdrawal is
not necessarily an adverse reflection on your personnel: however, it involves additional costs, as we must
reschedule our personnel, incur additional start-up costs, and so forth, to prevent total engagement costs from
increasing significantly.
Grant Thornton LLP.
U4 m@ iihei film of Grant Thornton Intematlonal Ltd
-00 GrantThornton
Unforeseen events
,4
Even though we communicate Sequently with clients and plan our engagement with management and their
staff, unforeseen events can occur. Examples include accounting problems, litigation, changes in your business
or .business environment, contractual or other diffteulties with suppliers, third -party service providers, or
customers; and so forth. When those circumstances occur, additional time is needed to provide you with
assistance and to complete .our engagement in accordance with professional standards.
New award programs or program noncompliance
Our fee estimates assume that. award programs audited as major willremain relatively consistent with prior
years. When new awards ate received, it.mAy require us to audit additional programs to achieve the appropriate
testing coverage. Io such circumstances, additional fees may be incurred beyond what was previously
contemplated. Furthermore; if the results of our procedures identify material program noncompliance or
internal control deficiencies, which require extensive research or discussions with the cognizant, oversight, or
funding agcticy, an expansion of our audit scope and additional audit fees may result.
Again, we emphasize that we .striveto give you optimum value for our professional services. Fee quotations are
provided based upon the facts and circumstances that you describe to us. However, unlike the sale of products,
the performance of professional services is affected by many variables, such as the foregoing, which may cause
fee estimates to change.
Grant Thornton LLP
US,, member Gtm.of Grant Thornton Intematinnal Ltd
BKOUP
III
910 E. St. Louis Street, Suite 2W // P.O. Box 1190 // Springfield, MO 65801-1190
11 417.865.8701 //fax 417.865.0682 // bkd.com
System Review Report
To the Partners of
Grant Thornton LLP
and the National Peer Review Committee
of the American Institute of Certified
Public Accountants Peer Review Board
We have reviewed the system of quality control for the accounting and: auditing practice of Grant
Thornton LLP (the farm) applicable to engagements not subject to PCAOB permanent inspection in effect
for the year ended May 31, 2014. Our peer review was conducted in accordance with the Standards for
Performing and Reporting on Peer Reviews established by the Peer Review Board of the American
Institute of Certified Public Accountants. As a part of our peer review, we considered reviews by
regulatory entities; ifapplicable, in determining the nature and extent of our procedures. The firm is
responsible for designing a system of quality control and complying with it to provide the firm with
reasonable assurance of performing and reporting in conformity with applicable professional standards in
all material respects. Our responsibility is to express an opinion on the design of the system of quality
control and the firm's .complian.ce therewith based on our review. The nature, objectives, scope,
limitations of and the procedures performed in a System Review are described in the standards at
www.aiepa.orgy/pysuiranary
required by the standards, engagements selected for review included engagements performed under
Government Auditing Standards, audits of employee benefit plans, audits performed under FDICIA,
audits of carrying broker-dealers and examinations of service organizations (Service Organizations
Control (SOC) 1 engagements.]
In our opinion, the system of quality control for the accounting and auditing practice of Grant Thornton
LLP applicable to engagements not subject to FCAO.B permanent inspection in effect for the year ended
May 31, 201.4, has been suitably designed and complied with to provide the firm with reasonable
assurance of performing and reporting .in conformity with applicable professional standards in all material
respects. Firms can receive a rating of pass, pass with deficiency(ies) or fail. Grant Thornton LLP has
received a peer review rating ofpass.
December 1, 2014
Praxlty�:
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