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406.94 RESOLUTION AUTHORIZING RETENTION OF SERVICES OF AN AUDITOR RESOLUTION NO.: 406, 94 INTRODUCED BY: Mr. Nick Caimano WHO MOVED FOR ITS ADOPTION SECONDED BY: Mrs. Carol Pulver WHEREAS, the Town Board of the Town of Queensbury is currently reviewing financial statements for all companies providing fire or rescue emergency service to the Town of Queensbury, and WHEREAS, the contracts between the companies providing fire and/or rescue emergency service to the Town and the Town of Queensbury provide for audits of the companies' accounts, and WHEREAS, prudent management of the Town's financial affairs also indicate that audits of the Fire and Rescue Companies' accounts are appropriate and required, and WHEREAS, the Town Board of the Town of Queensbury has conducted interviews, and desires to retain the accounting firm of Urbach, Kahn and Werlin, P.C., to assist in the auditing process, NOW, THEREFORE, BE IT RESOLVED, that the Town Board of the Town of Queensbury hereby authorizes the retention of the services of Urbach, Kahn and Werlin, P.C., to perform auditing services in accordance with the terms and provisions of a contract to be executed by the Town Supervisor and to be in a form to be approved by the Town Attorney at a cost not to exceed $10,000 and to be paid for from the Fire Protection Fund, and BE IT FURTHER, RESOLVED, that the contract to be executed by the Town Supervisor shall contain at minimum, a scope of services that includes the following: The attached proposal letter. August 19, 1994 Mr. Nick Caimano Town of Queensbury Bay at Haviland Road Queensbury, NY 12804 Dear Mr. Caimano: We are pleased to submit this proposal to provide various auditing, accounting and consulting services to the Town of Queensbury in regards to the various volunteer fire companies and rescue squads with which the Town contracts for services. It is our understanding that the Town is looking for a uniform financial reporting format for all of the entities. Further, it is our understanding that each fire company and squad employs a fee accountant to prepare annual financial reports. With this in mind, we suggest that we develop a standardized chart of accounts and a reporting format which includes financial statements, related disclosures, and detailed instructions for the completion of the report. The financial statements and instructions can then be provided to the fee accountants to utilize in preparing the annual reports. This will relieve the various fire company and squad treasurers, who serve in a voluntary capacity, of the responsibility for completing the reports and becoming familiar with technical accounting issues. As part of the uniform reporting process, it will be necessary to establish the basis upon which the financial statements are to be prepared. Since the Town is required to follow accrual basis accounting, which provides the most complete financial disclosure, we suggest that this basis be utilized in preparing the reports. Utilizing the accrual basis of accounting will require each entity to prepare a balance sheet which will include items such as inventory, fixed assets and accumulated depreciation, and accounts payable. Our review of the existing reports revealed that most of the fire companies and squads are currently not including a balance sheet. In order for the December 31, 1994 reports to be meaningful, it will be necessary to reconstruct a December 31, 1993 balance sheet. Accordingly, our proposal includes the compilation of an accrual-basis balance sheet for all of the entities as of December 31, 1993. We will also review the internal accounting system being utilized by each entity to ensure that it will provide adequate information to prepare the year-end reports. Since the burden of the report preparation will be on the fee accountants, it is not essential that every entity utilize the same accounting system. As long as the system provides the proper detail to facilitate the year-end reporting, the companies and squads could continue using it. The standardized chart of accounts will allow for consistent classification of revenues and expenditures, which will facilitate the preparation of the annual reports. Finally, after the compilation of the balance sheets and review of accounting systems, we will issue a management report to the Town outlining any significant issues or findings as a result of our work. This could include recommendations as to changes, if any, that are necessary to the accounting systems. In addition, we could provide assistance and guidance in the development of annual operating budgets. Because the accounting and reporting will be in a prescribed format, the budget should mirror that format. The services outlined in this letter are rather complex and it is difficult to estimate the amount of time, and fee, needed to complete this engagement. Accordingly, we propose to bill the Town for services at a rate equal to 50% of our standard billing rates, with a not-to-exceed ceiling of $20,000. If, for example, our fee using standard rates at the end of the engagement is $30,000, we would bill the Town $15,000. If on the other hand, our fee using standard rates at the end of the engagement is $60,000, we would be limited to the $20,000 ceiling. To a great extent, the time it will take to complete this engagement will depend on the level of accounting detail and cooperation received from the individual entities. Any assistance which the Town can provide will also serve to help minimize our fees. We look forward to working with your committee and the Town on this assignment. Please feel free to contact us if you any questions. Very truly yours, Urbach Kahn & Werlin, PC Lloyd F. Jones, CPA Shareholder Duly adopted this 22nd day of August, 1994, by the following vote: AYES: Dr. Wiswall, Mr. Caimano, Mrs. Pulver, Mr. Champagne NOES: None ABSENT:Mrs. Monahan