Loading...
HomeMy WebLinkAboutRESOLUTION NO. 2014-49 RESOLUTION NO. 2014-49 RESOLUTION ACCEPTING A PROPOSAL FOR AUDIT SERVICE WHEREAS, the State of Iowa requires the City of Fairfax to have the financial records audited each fiscal year; and WHEREAS, the City of Fairfax sent out six RFPs for proposals for three years of audit services, beginning with the fiscal year ending June 30, 2014; and. WIIEREAS, the City of Fairfax has received one proposal as shown: Dietz, Donald& Company FY 2014 $6,360.00 124A Main, PO Box 359 FY 2015 $6,550.00 Elkader, Iowa 52043 FV 2016 $6,750.00 NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa,that the proposal from Dietz,Donald& Company of Elkader,is hereby accepted. BE IT FURTHER RESOLVED, by the City Council of Fairfax, Iowa, that the Mayor and the City Clerk are hereby authorized and directed to execute said Resolution and enter into an agreement for audit services, Passed and approved this 13t"day of May, 2014. AYES: Beer, Frieden, Otto, Magers, and Wainwright NASUS: None 47 Jason Rabe, Mayor ATTEST: Cynthia Stimson,City Clerk/Treasurer �iiig9iiof `ii888•+••► C®� �. •.ham of _& Company CERTIFIER PUBLIC ACCOUNTANTS STEVEN S. CLAUSEN, CPA 124A Main•P.O.Box 359 Elkader,Iowa 52043 (563)245-2154•(800)310-2154 April 23, 2014 City of Fairfax .PCD Box 337 Farrfax, Iowa 52228-033 ' To the Honorable Mayor,Members of the City Council and j City Clerk/Treasurer At the request of Cynthia Stinson, City Clerk/Treasurer, we present the following proposal for the audit of the cash basis financial statements for the City of Fairfax for each of the years ended June 311,2014 through June 30, 2016. We will audit the cash basis financial statements of the governmental activities, the business type activities, each major fund, and the aggregate remaining fund inlbraiation., including the related notes to the financial statements, which collectively comprise the basic financial statements of the City of Fairfax as of and for the years ended June 30, 2014 through June 30, 2016. Also, as part of our engagement, we will report on supplementary information that accompanies the City of Fairfax's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the basic financial statements themselves, and certain additional procedures, including comparing and reconciling such 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 U.S. generally accepted auditing standards and will provide an,opinion on it in relation to the basic financial.statements: 1. Schedules of Cash receipts, Disbursements and Changes in Cash Balances - Nonmajor Proprietaxy Funds 2. Schedule of Indebtedness 3. Bond and Note Maturities 4. Schedule of Receipts by Source and Disbursements by Function - All Governmental Funds. The following other information accompanying the financial statements will not be subjected to the auditing procedures applied, in, our; audit of the financial statements, and our auditor's report will not provide an opinion or any other assurance on that ether information: 1. Management's Discussion and Analysis. 2. Budgetary Comparison Schedules. Audit Objectives The objective of our audit is the expression of opinions as to whether your cash basis financial statements are fairly presented in all material respects, in conformity with the cash basis of accounting and to report on the fairness of the supplementary information referred to in.the third paragraph when considered in relation to the financial, statements as a whole. Our audit will be conducted in accordance with U.S. generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, and will include tests of the accounting records of the City of Fairfax and other procedures we consider necessary to enable us to express such opinions and to render the required reports. We cannot provide assurance that unmodified opinions will be: expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis-of- matter or other-matter paragraphs. If our opinions on the financial statements are other than unqualified (unmodified), we will :fully discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions,we may decline to express opinions or to issue a report as aresult of this engagement. Wewill also provide a report(that does not include an opinion)on internal control related to the financial statements and compliance with the provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a material effect on the financial statements as required by Government Auditing Standards. The reports on internal control and compliance will each include a paragraph that states that the purpose of the report is solely to describe the scope of testing of internal control over financial reporting and compliance, and the result of that testing, and not to provide an opinion on the effectiveness of internal control over financial reporting or on. compliance, and that the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering internal control over financial reporting and compliance. The paragraph will also state that the report is not suitable for any other purpose. If during our audit we,become aware that City of Fairfax is subject to an audit requirement that is not encompassed in the terms of this engagement, we will communicate to management and those charged with governance that an audit in accordance with U.S. generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards may not satisfy the relevant legal,regulatory,or contractual requirements. Management:Responsibilities Management is responsible for the basic financial statements and all accompanying information as well as all representations contained therein. As part of the audit, we will assist with preparation of your financial statements and related notes. You will be required to acknowledge in the written representation letter our assistance with preparation of the financial statements and that you have reviewed and approved the financial statements and related notes prior to their issuance and have accepted responsibility for them. You agree to assume all management responsibilities for any nonaudit services we provide; oversee the services by designating an individual, preferably from senior management, who possesses suitable skill, knowledge, or experience; evaluate the adequacy and results of the services; and accept responsibility, for them. Management is responsible for establishing and maintaining effective internal controls, including evaluating and monitoring ongoing activities, to help ensure that appropriate goals and objectives are met, for the selection and application of accounting principles; and for the preparation and: fair presentation of the financial statements in conformity with the cash basis of accounting. i Management is also responsible for making all financial records and related in:fbration available to its and for ensuring that management is reliable and financial. information is reliable and properly recorded. You are also responsible for providing us with(1) access � to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and(3) unrestricted access to persons within the government from whom we may determine it necessary to obtain audit evidence. Your responsibilities include adjusting the financial statements to correct material misstatements and for confirming to us in the written representation letter that the effects of any uncorrected misstatement aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to th.e financial,statements taken as a Whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving [a] management, [b] employees who have significant roles in internal control and [c] others where the fraud could have a material effect on the financial statement. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the City complies with applicable laws, regulations, contracts, agreements, and grants and for taking timely and appropriate steps to remedy any fraud, illegal acts, violations of contracts or grant agreements, or abuse that we may report. You are responsible for the preparation of the supplementary information in conformity with the cash basis of accounting. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for the presentation of the supplementary information in accordance with the cash basis of accounting; (2) that you believe the supplementary information, including its form and content, is fairly presented in accordance with the cash basis of accounting; (3) that the methods of measurement or presentation have not changed from those used in the prior period(or, if they have changed, the reason for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements, performance audits or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility ".includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or other studies. You are also responsible for providing management's views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information. Audit Procedures-General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the City or to acts by management or employees acting on behalf of the City. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because of the inherent limitations of an audit, combined with the inherent :limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk, that material misstatements or noncompliance may exist and not be detected by us, evert though the audit is properly planned and. performed in accordance with U.S. generally accepted auditing standards and. Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform the appropriate level of management of any material errors or any fraudulent financial reporting of misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. � i Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include direct contirrnation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. At the conclusion of our audit, we will also require written representations from you about the financial statements.and related matters. Audit Procedures -Internal Controls Our audit will include obtaining an understanding of the City and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. An audit is not designed to provide assurance on:internal, control or to identify significant deficiencies or material weaknesses. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards and Government Auditing;Standards. Audit Procedures - Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perforin.tests of the City of Fa.irfax's compliance with the provisions of applicable laws, regulations, contracts, agreements, and grants.. However, the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. Engagement Administration,Fees and Other We will provide copies of our report to the City of Fairfax and the State Auditor's office; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our report are to be made available for publie inspection. The audit documentation for this engagement is the property of Dietz, Donald & Company and constitutes confidential information. However,,,pursuant to authority given by law or regulation, we may be requested to make certain audit documentation available to the Office of Auditor of State, a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access of such audit documentation will be provided under the supervision of Dietz, Donald & Company personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of five years after the report release date or for any additional period requested by the Office of Auditor of State. If we are aware that a federal awarding agency is contesting an audit finding we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation. Dietz, Donald & Company is a local -firm. with offices in Elkader and Eldora. The firm has complied with Chapter 542C of the Code of lowa. The audit will be performed. by the Elkader office,which has,a staff of four, including one CP,A. The Elkader office has performed audits for the following governmental entities within the past five years: City of Elkader City of Edgewood City of Garnavillo Central Community School District City of Guttenberg Valley Community School District City of Marquette Mar-Mae Unified Law Enforcement District City of Lansing City of Ryan City of Earlville City of'Hopkinton City of Wellsburg Cascade Municipal Utilities City of Fairfax City of Riceville Hopkinton Municipal Utilities City of Lowden City of McGregor City of Cascade City of Dunkerton MarMac Driftless Area Wetland Centre City of Elgin We will expect to begin our 2014 audit on approximately November 12, 2014, and to issue our reports no later than December 19, 2014. Steven Clausen will be the engagement partner and is responsible for supervising the engagement and signing the reports. Our fee for these services will be at our standard hourly rates, plus out-of,-pocket costs except that we agree that our gross fee, including expenses, will not exceed the following: (2014) $ 6,360; (2015) $ 6,550; (2016) $ 6750. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoice for these fees will be rendered when the reports are delivered and is payable within 30 days of presentation,. This estimate is based on anticipated cooperation from your personnel, and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. Weappreciate the opportunity to submit this proposal to the City of Fairfax and, believe this letter accurately sutumarizes the significant terms of our engagement. If you have any questions regarding the enclosed please contact us. If you agree with the tenns described in this letter,please sign the enclosed copy and return it to us. Very truly yours, DietzTz, onald&Company Certified Public Accountants Response This letter correctly sets forth the understanding of the City of Fairfax. Management signature� Title Date ry x Governance sigiaature �! `title Date 5 f LI I r i STEVEN S. C"LAUSEN Educational Background Certified Public Accountant-Iowa BA in Accounting- Luther College,Decorah,.Iowa Career Experience Peat, Marwick&Mitchell, Chicago - Staff Accountant (1973-1974) Den Hartog&Hogan, Waterloo - Staff-Accountant (1974-1978) Dietz, Donald& Company,Elkader -Partner (1979-present) Professional Associations and Activities American institute of Certified.Public Accountants Iowa Society of Certified Public Accountants Civic Associations Past President- Elkader Lions Club President of ChurchCouncil-Bethany Lutheran Church Continuing Education(2011-2013) Iowa Governmental Audits Local Government Update 8 hours May 11,2011 Iowa Governmental Roundtable 8 hours May 17, 2011 Iowa Governmental Audits-Auditing Cities And Counties 8 hours May 24, 2011 2011 Selected.Accounting and Auditing Update 8 hours November 4, 2011 Pathics -A Larne in the Sand for CPAs 4 hours December 1, 201.1 The Revised Xellowbook 8 hours December 6, 2 01 Iowa Governmental Audits -Local Government Update 8 hours May 21,2012 Iowa Governmental Roundtable 8 hours May 22,2012 Challenging OMB Circular A-133 Single Audit Issues 8 hours June 7,2012 The New Clarified GARS-SAS No. 122 8 hours June 8,2012 Iowa Governmental Audits-Local Government Update 8 hours May 20, 2013 Iowa Governmental Roundtable 8 hours May 21, 2013 Not-for-Profit Accounting, Auditing and Tax Update 8 hours June 2G,2013 Cost Allocation hi Nonprofits 8 hours October 16,2013 compctlj�CERTIFIED PUBLIC ACCOUNTANT STEVEN S. CLAUSEN, CPA 124A Main RO.Bo,359 F1kader,To wa 52043 (563)245-2]54•(800)310-2154 April 23, 2014 City of Fairfax PQ Box 337 Fairfax,Iowa 52228-0337 To the Honorable Mayor, .Members of the City Council and City Clerk/Treasurer At the request of Cynthia 'Stimson, City Clerk/Treasurer, we present the following proposal for the audit of the cash basis financial statements for the City of Fairfax for each of the years ended June 30,2014 through June 30, 2016. We will audit the cash basis financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information., including the related notes to the financial. statements, which collectively comprise the basic financial statements of the City of Fairfax as of and for the years ended Jeune 30, 2014 through June 30, 2016, Also, as part of our engagement, we will report on supplementary information that accompanies the City of Fairfax's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the basic financial statements themselves, and certain additional procedures, including comparing and reconciling such 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 U.S. generally accepted auditing standards and will provide an opinion on it in relation to the basic'financial statements: 1. Schedules of Cash Receipts, Disbursements and Changes in Cash Balances - Nonmajor Proprietary Funds 2. Schedule of Indebtedness 3. Bond and Note Maturities 4. Schedule of Receipts by Source and Disbursements by Function - All Governmental Funds. The following other information accompanying the financial statements will not be subjected, to the auditing procedures applied in our audit of the financial statements, and our auditor's report will not provide an, opinion or any other assurance on that o' . r in:,fonnation.: 1. Management's Discussion and Analysis. 2. Budgetary Comparison Schedules. Audit Objectives The objective of our audit is the expression of opinions as to whether your cash basis financial statements are fairly presented in all material respects, in conformity with the cash basis of accounting and to report on the fairness of the supplementary information referred to in the third paragraph when considered in relation to the financial statements as a whole. Our audit will be conducted in accordance with U.S. generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, and will include tests of the accounting records of the City of Fairfax and other procedures we consider necessary to enable us to express such opinions and to render the required reports. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis-of- matter or other-matter paragraphs. If our opinions on the financial statements are other than unqualified (unmodified), we will fully discuss the reasons with you in advance. If, for any reason,, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to express opinions or to issue a report as a result of this engagement. We will also provide a report(that does not include an opinion)on internal control related to the financial statements and compliance with the provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a material effect on the financial statements as required by Government Auditing Standards. The reports on internal control and compliance will each include a paragraph that states that the purpose of the report is solely to describe the scope of testing of internal control over financial reporting and compliance, and the .result of that testing, and not to provide an opinion on the effectiveness of internal control over financial reporting or on compliance, and, that the report is an integral part of an. audit performed in accordance with Government .auditing_ Standards in considering internal control over financial reporting and compliance. The paragraph will also state that the report is not suitable for any other purpose. If during our audit we become aware that City of Fairfax is subject to an audit requirement that is not encompassed in the terms of this engagement, we will communicate to management and those charged with governance that an audit in accordance with U.S. generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards may not satisfy the relevant legal, regulatory, or contractual, requirements. Management Responsibilities Management is responsible for the basic financial statements and all accompanying information as well as all representations contained therein. As part of the audit, we will assist with preparation of your financial statements and related notes. You will be required to acknowledge in the written representation letter our assistance with preparation of the financial statements and that you have reviewed and approved the financial statements and related notes prior to their issuance and have accepted responsibility for them. You agree to assume all management responsibilities for any nonaudit services we provide; oversee the services by designating an individual, preferably from senior management, who possesses suitable skill, knowledge, or experience; evaluate the adequacy and results of the services; and accept responsibility for them. Management is responsible for establishing and maintaining effective internal controls, including evaluating and monitoring ongoing activities, to help ensure that appropriate goals and objectives are met, for the selection and application of accounting principles; and for the preparation and fair presentation of the financial statements in conformity with the cash basis of accounting. Management is also responsible for making all financial records and related information available to us and for ensuring that management is reliable and financial, information is reliable and properly recorded. You are also responsible for providing us with. (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and(3) unrestricted access to persons within the government from whom we may determine it necessary to obtain audit evidence. Your responsibilities include adjusting the financial statements to correct material misstatements and for confirming to us in the written representation letter that the effects of any uncorrected misstatement aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whale. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving [a] management, [b] employees who have significant roles in internal control and [c] others where the fraud could have a material effect on the financial statement. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the City complies with applicable laws, regulations, contracts, agreements, and grants and for taking timely and appropriate steps to remedy any fraud, illegal acts, violations of contracts or, grant agreements, or abuse that we may report. You are responsible for the preparation of the supplementary information in conformity with the cash basis of accounting. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information., You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to Lis in the written representation letter that (1) you are responsible for the presentation of the supplementary information in accordance with the cash basis of accounting; (2) that you believe the supplementary information, including its form and content, is fairly presented in accordance with the cash basis of accounting; (3) that the methods of measurement or presentation have not changed,ftorn those used in the prior period (or, if they have changed, the reason for such changes); and (4) you have disclosed to us any significarit assumptions or interpretations underlying the measurement or presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements, performance audits or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or other studies. You are also responsible for providing management's views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information. Audit Procedures - General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the City or to acts by management or employees acting on behalf of the City. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because of the inherent limitations of an audit, combined with the inherent limitation's of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements or noncompliance may, exist and not be detected by us, even though the audit is properly planned and performed in accordance with C.J.S. generally accepted auditing standards and Government Ag itin Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform the appropriate level of management of any material errors or any fraudulent financial reporting of misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. At the conclusion of our audit, we will also require written representations from you about the financial statements and related matters. Audit Procedures -Internal Controls Our audit will include obtaining an understanding of the City and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, tinning, and extent of further audit procedures. 'Pests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditin standards. An audit is :not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. 1-however, during; the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards and Government Auditing Standards. Audit Procedures -Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the City of Fairfax's compliance with the provisions of applicable laws, regulations, contracts, agreements, and grants. However, the ol?jcctive of our audit will not be to provide an opinion. on overall compliance and, we will not express such an opinion in out report on compliance issued pursuant to Govemment Auditing tandards. Engagement Administration,Fees and Other We will provide copies of our report to the City of Fairfax and the State Auditor's office; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential, information, copies of our report are to be made available for public inspection. The audit documentation for this engagement is the property of Dietz, Donald & Company and constitutes confidential information. However,pursuant to authority given by law or regulation, we may be requested to make certain audit documentation available to the Office of Auditor of State, a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access of such audit documentation will be provided under the supervision of Dietz, Donald & Company personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforeni.entioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of five years after the report release date or for any additional period requested by the Office of Auditor of State. If we are aware that a federal awarding agency is contesting an audit finding we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation. Dietz, Donald & Company is a local firm with offices in Elkader and Eldora. The firm, has complied, with Chapter 542C of the Code of Iowa. The audit will be performed by the Elkader office,which has a staff of four, including one CPA, The Elkader office has performed audits for the following governmental entities within the past five years: City of Elkader City of Edgewood City of Garnavillo Central Community School District City of Guttenberg Valley Community School District City of Marquette Mar-Mae Unified Law Enforcement District City of Lansing City of Ryan City of EarIville City of Hopkinton City of Wellsburg Cascade Municipal Utilities i City of Fairfax City of R.iceville Hopkinton Municipal Utilities City of Lowden City of McGregor City of Cascade City of Dunkerton MarMac Driftless Area Wetland Centre City of Elgin We will expect to begin our 2014 audit on approximately November 12, 2014, and to issue our reports no later, than December 19, 2014. Steven Clausen will be the engagement partner and is responsible for supervising the engagement and signing the reports. Our fee for these services will be at our standard hourly rates, plus out-of-pocket costs except that we agree that our gross fee, including, expenses, will, not exceed the following: (2014) $ 6,360; (2015) $ 6,550; (2016) $ 6750. Our standard houdy rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoice for these fees will be rendered when the reports are delivered and is payable within 30 days of presentation. This estimate is based on anticipated cooperation from your personnel, and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fire estimate before we incur the additional costs. We appreciate the opportunity to submit this proposal, to the City of Fairfax and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions regarding the enclosed, please contact us. 1f you agree with the terms described in this letter,please sign the enclosed copy and return it to us. Very truly yours, Dietz, Yonald& Company Certified Public Accountants Response This letter correctly sets forth the understanding of the City of Fairfax. Management signature Title Date Governance sipature Title Date i STEVEN S. CLA`CJSEN Educational Background Certified Public Accountant-Iowa BA in Accounting - Luther College, Decorah, Iowa Career Experience Peat, Marwick&Mitchell, Chicago - Staff Accountant (1973-1974) Den Hartog&Hogan, Waterloo - StaffAccountant (1974-1978) Dietz, .Donald& Company,Elkader -Partner (1979-present) Professional Associations and Activities American Institute of Certified Public Accountants Iowa Society of Certified Public Accountants Civic Associations Past President- Elkader Lions Club President of Church Council -Bethany Lutheran Church Continuing Education. (201:1.-201.3) Iowa Governmental Audits -Local Government Update 8 hours May 11,2011 Iowa Governmental Roundtable 8 hours May 17, 2011 Iowa Governmental Audits - Auditing Cities And Counties 8 hours May 24, 2011 2011 Selected Accounting and Auditing Update 8 hours November 4, 2011 Ethics - A Line in the Sand for CPAs 4 hours December 1, 2011 The Revised Yellowbook 8 hours December 6, 2011 Iowa Governmental Audits - Local Government Update 8 hours May 21,2012 Iowa Governmental Roundtable 8 hours May 22,2012 Challenging OMB Circular A-133 Single Audit Issues 8 hours June 7,2012 The New Clarified GRAS-SAS No. 122 8 hours June 8, 2012 Iowa Governmental Audits Local Government Update 8 hours May 20, 2013 Iowa Governmental Roundtable 8 hours May 21, 2013 Not-for-Profit Accounting, Auditing and Tax. Update 8 hours June 26, 2013 Cost Allocation in Nonprofits 8 hours October 16, 2013 OFFICE OF AUDITOR OF STATE <) STATE OF IOWA Mary Mosiman, CPA 4) < Auditor of State State Capitol Building Des Moines,Iowa 50319-0004 OF Tetcphojie(515)281-5834 Facsimile(515)242-6134 April 28, 2014 Cynthia Stimson, City Clerk City of Fairfax PO Box 337 Fairfax, Iowa 52228-0337 Dear Ms. Stimson: Thank you for sending your request for proposal to the Auditor of State. Since our practice consists entirely of governmental audits, we believe we possess the required qualifications to provide the City of Fairfax with high quality audit services, and we would like to be able to perform your audit. Unfortunately, however, we are not in a position at this time to commit resources to perform your audit because of the number of audits already planned. Therefore, we must decline to respond to your request for proposal. If you have questions regarding this or should you desire the services offered by the Office of Auditor of State in the future, please contact us. Sincerely, Andrew E, Nielsen, CPA Deputy Auditor of State AN/gp