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HomeMy WebLinkAbout2021 06 30 Auditor Selection Committee.pdf AUDITOR SELECTION COMMITTEE REGULAR MEETING AGENDA WEDNESDAY , JUNE 30, 2021 AT 8:00 AM CITY HALL - COMMISSION CHAMBERS 1126 EAST STATE ROAD 434, WINTER SPRINGS, FLORIDA A U D I T O R S E L E C T I O N C O M M I T T E E | R E G U L A R M E E T I N G | W E D N E S D A Y , J U N E 3 0 , 2 0 2 1 | P A G E 2 O F 3 CALL TO ORDER Roll Call Invocation Pledge of Allegiance Agenda changes REGULAR AGENDA – PART I 8:00 AM Discussion among Auditor Selection Committee (Open to the public) AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA 200. Not Used PUBLIC INPUT Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a “Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City Commission. CONSENT AGENDA 300. Approval of the Tuesday, May 18, 2021 Auditor Selection Committee Regular Meeting Minutes Minutes 301. Approval of the Wednesday, June 23, 2021 Auditor Selection Committee Regular Meeting Minutes Minutes PUBLIC HEARINGS AGENDA 400. Not Used REGULAR AGENDA – PART II Closed Door Meeting - negotiations with vendors (including interviews) are exempt from 286.011 F.S. 9:00 AM Purvis Gray Presentation Interview and Committee questions A U D I T O R S E L E C T I O N C O M M I T T E E | R E G U L A R M E E T I N G | W E D N E S D A Y , J U N E 3 0 , 2 0 2 1 | P A G E 3 O F 3 9:45 AM Carr Riggs & Ingram Presentation Interview and Committee questions 10:30 AM McDirmit Davis Presentation Interview and Committee questions REGULAR AGENDA – PART III 11:15 AM Discussion among Auditor Selection Committee (Open to the public) REPORTS PUBLIC INPUT Anyone who wishes to speak during Public Input on any Agenda Item or subject matter will need to fill out a “Public Input” form. Individuals will limit their comments to three (3) minutes, and representatives of groups or homeowners' associations shall limit their comments to five (5) minutes, unless otherwise determined by the City Commission. ADJOURNMENT PUBLIC NOTICE This is a Public Meeting, and the public is invited to attend and this Agenda is subject to change. Please be advised that one (1) or more Members of any of the City's Advisory Boards and Committees may be in attendance at this Meeting, and may participate in discussions. Persons with disabilities needing assistance to participate in any of these proceedings should contact the City of Winter Springs at (407) 327-1800 "at least 48 hours prior to meeting, a written request by a physically handicapped person to attend the meeting, directed to the chairperson or director of such board, commission, agency, or authority" - per Section 286.26 Florida Statutes. "If a person decides to appeal any decision made by the board, agency, or commission with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based" - per Section 286.0105 Florida Statutes. CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING MAY 18, 2021 CALL TO ORDER Chairperson Rob Elliot called to order the Tuesday, May 18, 2021 Regular Meeting of the Auditor Selection Committee at 9:00 a.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Rob Elliott, present Committee Member Michael Blake, present Committee Member Carol Conroy, present via phone Assistant to the City Clerk Tristin Motter, present A moment of silence was followed by the Pledge of Allegiance. No changes were made to the Agenda. AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA 200. Not Used PUBLIC INPUT Chairperson Elliott opened “Public Input”. No one spoke Chairperson Elliott closed “Public Input”. CONSENT AGENDA 300. Not Used CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING – MAY 18, 2021 PAGE 2 OF 4 P L A N N I N G A N D Z O N I N G B O A R D / L O C A L P L A N N I N G A G E N C Y R E G U L A R M E E T I N G | W E D N E S D A Y , J U N E 5 , 2 0 1 9 | P A G E 2 O F 4 PUBLIC HEARINGS AGENDA 400. Not Used REGULAR AGENDA 500) Request For Proposal - RFP 04-21 HQ for Audit Services Cover Page Mrs. Maria Sonksen, Director, Finance Department gave a presentation overview of the purpose and criteria of the Committee. Mrs. Sonksen explained evaluation and scoring process the Committee will perform when Request for Proposals (RFPs) are received and reviewed. Continuing, Mrs. Sonksen reviewed the Draft RFP which was prepared in accordance with best practices as set forth by the Government Finance Officers Association (GFOA) Handbook. Discussion ensued about amount of committee members for compliance purposes, and the schedule for the RFP. Further discussion took place regarding conducting in-person interviews for the respondents of the RFPs and making them a requirement. Consensus was given among the Committee that interviews would be conducted on a specific day for the top three (3) respondents. Staff will contact the Committee Members to set the interview date. The Committee also came to agreement that they would each receive an electronic and paper copy of the responses. "I MAKE A MOTION THAT WE AMEND THE RFP PROPOSAL, SECTION 312-B TO READ “FOUR (4) ORIGINAL SETS OF DOCUMENTS IN PAPER FORM AND ONE (1) PDF SET”." MOTION BY COMMITTEE MEMBER BLAKE. SECONDED BY CHAIRPERSON ELLIOTT. DISCUSSION. VOTE: CHAIRPERSON ELLIOTT: AYE COMMITTEE MEMBER BLAKE: AYE COMMITTEE MEMBER CONROY: AYE MOTION CARRIED. Continuing, questions were asked in regards to scoring and scoring changes. The Committee determined there would be an initial scoring and then after the interviews there would be a final scoring as to give the best recommendation. CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING – MAY 18, 2021 PAGE 3 OF 4 P L A N N I N G A N D Z O N I N G B O A R D / L O C A L P L A N N I N G A G E N C Y R E G U L A R M E E T I N G | W E D N E S D A Y , J U N E 5 , 2 0 1 9 | P A G E 3 OF 4 "I MAKE A MOTION THAT WE AMEND SECTION 5.06 OF THE RFP AND ALLOW STAFF TO CRAFT LANGUAGE TO ALERT ANY RESPONDENTS THAT SCORING FOLLOWING FINAL INTERVIEWS WILL START OVER." MOTION BY COMMITTEE MEMBER BLAKE. SECONDED BY CHAIRPERSON ELLIOTT. DISCUSSION. VOTE: COMMITTEE MEMBER BLAKE: AYE COMMITTEE MEMBER CONROY: AYE CHAIRPERSON ELLIOTT: AYE MOTION CARRIED. *AGENDA NOTE* There are two scoring opportunities. The first scoring opportunity will follow the receipt of responses to the RFP and will be used to determine who advances to the interview process. Once the top three firms are determined scores are reset and new scores will be assigned at the second scoring opportunity immediately following the interview process. The Committee further asked staff what the City required of the Auditor to further help their decision when scoring and to know what to look for when analyzing the responses. REPORTS PUBLIC INPUT Chairperson Elliott opened “Public Input”. No one spoke Chairperson Elliott closed “Public Input”. ADJOURNMENT Chairperson Elliott adjourned the Regular Meeting at 9:56 am. CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING – MAY 18, 2021 PAGE 4 OF 4 P L A N N I N G A N D Z O N I N G B O A R D / L O C A L P L A N N I N G A G E N C Y R E G U L A R M E E T I N G | W E D N E S D A Y , J U N E 5 , 2 0 1 9 | P A G E 4 OF 4 RESPECTFULLY SUBMITTED: _____________________________________ TRISTIN MOTTER ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the __________, 2021 Auditor Selection Committee meeting. CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING JUNE 23, 2021 CALL TO ORDER Chairperson Rob Elliot called to order the Wednesday, June 23, 2021 Regular Meeting of the Auditor Selection Committee at 9:03 a.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Rob Elliott, present Committee Member Michael Blake, present Committee Member David Withee, present City Clerk Christian Gowan, present A moment of silence was followed by the Pledge of Allegiance. No changes were made to the Agenda. AWARDS AND PRESENTATIONS INFORMATIONAL AGENDA PUBLIC INPUT Chairperson Elliott opened Public Input No one spoke Chairperson Elliott closed Public Input CONSENT AGENDA 300) Approval of the Tuesday, May 18, 2021 Auditor Selection Advisory Committee Meeting Minutes Minutes CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING – JUNE 23, 2021 PAGE 2 OF 4 P L A N N I N G A N D Z O N I N G B O A R D / L O C A L P L A N N I N G A G E N C Y R E G U L A R M E E T I N G | W E D N E S D A Y , J U N E 5 , 2 0 1 9 | P A G E 2 O F 4 Committee Member Blake asked to make sure his motion made at the previous meeting was clear and noted that scoring would start over after this meeting which determines the interviewees rather than following the interviews. Going in to the interviews, each firm would be going in with no score and new scores would be determined after the interviews. Clerk Gowan asked that the minutes be brought back to the next meeting after a note could be added clarifying the scoring process. PUBLIC HEARINGS AGENDA REGULAR AGENDA 500) Discussing and evaluating bids received for Request for Proposal 04- 21 HQ “Audit Services” RFP 04-21 HQ Short List Discussion followed on the potential to use tenths of points for the next round of scoring and the important information that could be gained from the interviews, not changing the current round of scoring, and notification to respondents of the scoring amendment. "I MAKE A MOTION THAT THE SCORING PROCESS BE AMENDED TO ALLOW US TO TAKE INTO ACCOUNT TENTHS OF A POINT FOR THE 2ND ROUND OF SCORING." MOTION BY CHAIRPERSON ELLIOTT. SECONDED BY COMMITTEE MEMBER BLAKE. DISCUSSION. VOTE: CHAIRPERSON ELLIOTT: AYE COMMITTEE MEMBER WITHEE: AYE COMMITTEE MEMBER BLAKE: AYE MOTION CARRIED. Chairperson Elliott invited discussion on the current scoring process. Chairperson Elliott noted looking into the number of hours that were being applied and dividing by the cost to see cost per hour and reviewed his total scores for each firm. Each Committee Member announced their scores for each firm so that they could be entered into the master scoring sheet. CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING – JUNE 23, 2021 PAGE 3 OF 4 P L A N N I N G A N D Z O N I N G B O A R D / L O C A L P L A N N I N G A G E N C Y R E G U L A R M E E T I N G | W E D N E S D A Y , J U N E 5 , 2 0 1 9 | P A G E 3 OF 4 After all scores were read aloud, the responding firms were ranked as followed: 1 Purvis Gray 2 Carr, Riggs, &Ingram 3 McDirmit Davis 4 Mauldin & Jacobs Discussion followed on the scores reflecting the need for a tenth of a point in the next round, Mauldin & Jacobs not making the cut for interviews, and the clear top three determined by the rankings. Further discussion on pricing estimates, the fact that hours are estimates, and efficiency considerations, who would qualify as a top priority client, who would be working on the account, and some proposed questions in the future interview process. Ms. Maria Sonksen, Director, Finance Department noted the City’s pursuit of the Excellence in Financial Reporting Award which requires earlier completion of the audit and noted the Committee may want to keep that in mind. "MOTION TO ACCEPT RESULTS AS TABULATED, NOTIFY THE THREE FINALIST FIRMS OF THEIR FINALIST STATUS, AND SCHEULE INTERVIEWS FOR NEXT WEDNESDAY." MOTION BY COMMITTEE MEMBER BLAKE. SECONDED BY CHAIRPERSON ELLIOTT. DISCUSSION. VOTE: COMMITTEE MEMBER BLAKE: AYE COMMITTEE MEMBER WITHEE: AYE CHAIRPERSON ELLIOTT: AYE MOTION CARRIED. Discussion followed on meeting prior to 9:00 AM to allow for the Committee to discuss important questions that they would like to address. The Committee agreed to meet at 8:00 AM on Wednesday, June 30, 2021. The Committee further discussed and agreed on specified time periods for each firm to present starting at 9:00 AM, answer questions, and for random selection of the order with the first and second presenters given an opportunity to readdress the Committee. Committee Members also expressed interest in discussing questions with staff to hear their input. CITY OF WINTER SPRINGS, FLORIDA MINUTES AUDITOR SELECTION COMMITTEE REGULAR MEETING – JUNE 23, 2021 PAGE 4 OF 4 P L A N N I N G A N D Z O N I N G B O A R D / L O C A L P L A N N I N G A G E N C Y R E G U L A R M E E T I N G | W E D N E S D A Y , J U N E 5 , 2 0 1 9 | P A G E 4 OF 4 REPORTS No reports were given. PUBLIC INPUT Chairperson Elliott opened Public Input No one spoke Chairperson Elliott closed Public Input ADJOURNMENT Chairperson Elliott adjourned the Regular Meeting at 9:48 am. RESPECTFULLY SUBMITTED: _____________________________________ CHRISTIAN GOWAN CITY CLERK NOTE: These Minutes were approved at the __________, 2021 Auditor Selection Committee meeting.