HomeMy WebLinkAboutResolution #5476 - outsourcing preperation statement of work with CliftonLarsonAllen LLP for certain accounting services RESOLUTION NO. 5476
A RESOLUTION APPROVING AN OUTSOURCING PREPARATION STATEMENT
OF WORK WITH CLIFTONLARSONALLEN LLP FOR CERTAIN ACCOUNTING
SERVICES
WHEREAS,the City of Canton,Illinois (the "City") is in need of accounting, budgeting,
financial statement preparation, consulting, and comptroller services for the City (collectively the
"Professional Services")to assist the City, City Treasurer and/or Budget Officer;
WHEREAS, the Mayor and City Council have determined that it is necessary and in the
best interests of the City of Canton for the City to obtain said Professional Services from
CliftonLarsonAllen LLP ("CLA").
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF CANTON,ILLINOIS,AS FOLLOWS:
1. The Outsourcing Preparation Statement of Work with CLA, substantially in the form
as attached hereto as "Exhibit A,"is hereby APPROVED;
2. That the Mayor and/or the City Treasurer are hereby authorized to enter into any and
all agreements and execute any other documentation necessary to obtain the
Professional Services and in relation to the above-said Statement of Work;
5.That this Resolution shall be in full force and effect immediately upon its passage by the
City Council of the City of Canton, Illinois and approval by the Mayor thereof.
PASSED by the City Council of the City of Canton, Illinois at a regular meeting this 2Pt
day of May, 2024,upon a roll call vote as follows:
AYES: Alderpersons Chamberlin, Grimm,Nelson, Lovell,Hale, Gossett, Ketcham, Lingenfelter
NAYS:None
ABSENT:None
AP ROVED:
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Brea J. S ith-Walters, City Clerk
CliftonLarsonAllen LLP
https://www.claconnect.com
Outsourcing Preparation Statement of Work
Date:May 5,2024
This agreement constitutes a Statement of Work("SOW")to the Master Service Agreement("MSA")made
by and between CliftonLarsonAllen LLP("CIA,""we,""us,"and"our")and City of Canton("you"and
"your")dated July 15,2021 or any superseding MSA.The purpose of this SOW is to outline certain services
you wish us to perform through April 30,2025 in connection with that agreement.
Scope of professional services
Adam M.Pulley is responsible for the performance of the preparation engagement and other services
identified in this agreement.They may be assisted by one or more of our authorized signers in the
performance of the preparation engagement.
Beka Schultz is responsible for the daily activities of the engagement.
Ongoing normal accounting services:
• Reconcile certain bank accounts monthly and prepare journal entries for ledger fund balances
• Prepare departmental allocations and closing entries as outlined per budget
• Prepare various city-wide invoices,license renewals,and intergovernmental billings,utilizing
the City's Springbrook system,which is maintained by Springbrook
• Prepare financial statement information and present to management and council/oversight
individual
• Attend council meetings upon request and availability
• Develop and track key metrics as requested and review periodically with council/oversight
individual
• Import mapped payroll file into accounting software for ledger reconciliation
• Internal staff are responsible for processing payroll and related compliance,as well as
employee benefit invoices and payment reconciliations
• Document accounting process and procedures accordingly
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• Update accounting software for various accounts and software dimensions as needed
• Continue process and procedure improvement implementation to maintain an internal control
environment recommended as a result of the annual financial statement audit
• Report and mange cash flows for funds and related savings accounts
• Assist with bank communications and payroll,as requested
• Assist with DCCA filing for compliance
• Assist with group insurance plan and city-wide insurance communication and negotiations
• Provide budgeting services as approved
• Prepare a financial forecast-additional information is provided below
• Assist management in preparation for annual financial statement audit
CLA shall be authorized to the following cash access services:
• Prepare checks and/or electronic funds transfers(EFT,ACH,wire,etc.)to be drawn upon your
bank account(s)and to thereby finally approve such checks for payment by the corresponding
bank(s)upon request or in the absence of the Treasurer(time to be separately if recurring or
based on volume of transactions).
• Obtain a level of approval to execute bank ACH activity as one of two approvers for electronic
processing.
• Take deposits to the bank that include cash at the discretion of management or council.
Preparation services-financial statements
You have requested that we prepare a bi-monthly Comptroller Report of the City of Canton,which comprise
the financial information identified below.
Financial statements:
Fund trending for the fiscal year
Budget vs.Actual comparisons for various funds
Various interfund balances and external receivables/liabilities
The financial statements will not include the statement of cash flows and the related notes to the financial
statements.
Preparation services—prospective financial information(i.e.,unexpired budget
information)
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You have requested that we prepare the financial forecast of City of Canton which comprises the forecasted
financial information identified below.
Financial statements:
Fund trending for the fiscal year
Budget vs.Actual comparisons for various funds
Various interfund balances and external receivables/liabilities
A financial forecast presents,to the best of management's knowledge and belief,the entity's expected
financial position,results of operations,and cash flows for the forecast period.It is based on management's
assumptions reflecting conditions it expects to exist and the course of action it expects to take during the
forecast period.
The financial forecast will omit substantially all of the disclosures required by the guidelines for
presentation of a financial forecast established by the American Institute of Certified Public Accountants
(AICPA presentation guidelines)other than those related to the significant assumptions.The financial
forecast will identify this departure. ;
Management has requested the financial forecast be prepared without substantially all disclosures,which is
a departure from the AICPA presentation guidelines.The financial forecast will identify these departures.
The supplementary information accompanying the financial forecast will be prepared and presented for
purposes of additional analysis and is not a required part of the basic financial forecast.
References to financial statements in the remainder of this SOW are to be taken as a reference to also
include the prospective financial information,where applicable.
Engagement objectives and our responsibilities
The objective of our engagement is to prepare financial statements in accordance with the financial
reporting framework based on information provided by you and information generated through our
outsourced accounting services.
The objective of our engagement is also to prepare a financial forecast in accordance with the guidelines for
the presentation of a financial forecast established by the American Institute of Certified Public
Accountants(AICPA presentation guidelines)based on information provided by you.
We will conduct our preparation engagement in accordance with Statements on Standards for Accounting
and.Review Services(SSARSs)promulgated by the Accounting and Review Services Committee of the
American Institute of Certified Public Accountants(AICPA)and comply with the AICPA's Code of
Professional Conduct,including the ethical principles of integrity,objectivity,professional competence,and
due care.
Engagement limitations
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We are not required to,and will not,verify the accuracy or completeness of the information you will provide
to us for the engagement or otherwise gather evidence for the purpose of expressing an opinion or a
conclusion.Accordingly,we will not express an opinion,a conclusion,nor provide any assurance on the
financial statements and the supplementary information.
Our engagement cannot be relied upon to identify or disclose any financial statement misstatements,
including those caused by fraud or error,or to identify or disclose any wrongdoing within the entity or
noncompliance with laws and regulations.We have no responsibility to identify and communicate
deficiencies in your internal control as part of this engagement.You agree that we shall not be responsible
for any misstatements in the entity's financial statements that we may not identify as a result of
misrepresentations made to us by you.
No assurance statement
The financial statements will not be accompanied by a report.However,management agrees that each page
of the financial statements will include a statement clearly indicating that no assurance is provided on them.
There will usually be differences between the forecasted and actual results,because events and
circumstances frequently do not occur as expected,and those differences maybe material.Management
agrees that the introduction to the summary of the significant assumptions will include a caveat to that
effect.
Our firm cannot be associated with any financial statements you file with the U.S.Securities and Exchange
Commission(SEC)and accordingly,the name of our firm cannot be included in any of City of Canton's
public filings.
Management responsibilities
The engagement to be performed is conducted on the basis that you(management and,when appropriate,
those charged with governance)acknowledge and understand that our role is to prepare financial
statements in accordance with the financial reporting framework.
We are required by professional standards to identify management's responsibilities in this agreement.
Those standards require that you acknowledge and understand that management,and those charged with
governance,as appropriate,have the following overall responsibilities that are fundamental to our
undertaking the engagement to prepare your financial statements in accordance with SSARSs:
a) The selection of the financial reporting framework to be applied in the preparation of the
financial statements and the use of the AICPA presentation guidelines in the preparation of the
forecast.
b) The design,implementation,and maintenance of internal control relevant to the preparation
and fair presentation of financial statements that are free from material misstatement,whether
due to fraud or error,and the development of assumptions that reflect your plans and
expectations regarding events and circumstances for the forecast period.
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c) The prevention and detection of fraud.
d) To ensure that the entity complies with the laws and regulations applicable to its activities.
e) The accuracy and completeness of the records,documents,explanations,and other information,
including significant judgments,you provide to us for the engagement to prepare financial
statements.
f) To provide us with the following:
i. Access to all information relevant to the preparation and fair presentation of the financial
statements,such as records,documentation,and other matters.
H. Additional information that may be requested for the purpose of the engagement.
iii. Unrestricted access to persons within the entity with whom we determine it necessary to
communicate.
We understand that you are engaging us to make recommendations and perform services to help you meet
your responsibilities relevant to the preparation and fair presentation of the financial statements(items a
and b).
The AICPA presentation guidelines require a summary of significant assumptions.We will assist
management in the development of the assumptions for the financial forecast;however,management
acknowledges that it is responsible for the assumptions(including review and approval of the assumptions)
and for the preparation and fair presentation of a financial forecast that presents,to the best of
management's knowledge and belief,the entity's expected financial position,results of operations,and cash
flows for the financial forecast period,based on management's assumptions and reflecting conditions
management expects to exist and the course of action management expects to take during the forecast
period assuming the hypothetical assumptions.
For all accounting services we may provide to you,including the preparation of your financial statements,
management agrees to assume all management responsibilities;oversee the services;evaluate the adequacy
and results of the services;and accept responsibility for the results of the services.
Beneficial ownership information reporting
Beginning in 2024 under the Corporate Transparency Act(CTA),certain entities organized in the U.S.
(including entities that are disregarded for federal income tax purposes)and foreign entities doing business
in the U.S.are required to report information to the Financial Crimes Enforcement Network(FinCEN)as to
their beneficial ownership.The report must provide each beneficial owner,each company applicant and
other required information. Entities subject to the beneficial ownership information(BOI)reporting
include a corporation,limited liability company,or any other entity created by the filing of a document with
the secretary of state or similar office under state,Tribal or foreign country law.Note that some entities are
exempt from the BOI reporting requirements(including many nonprofits and certain large operating
companies).
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It is your responsibility to prepare and submit any BOI report to FinCEN that is required
under the CTA.We have no obligation to identify any filing requirements or provide any services related
to BOI reporting.
You agree that CLA will not be providing any services that could be viewed as having control or being a
beneficial owner of the entity that would require you to list CLA,its partners,principals,directors,officers,
employees or agents,in any BOI report.We will not act as a corporate agent or in any capacity where we are
preparing or filing legal documents on your behalf.We also will not make any management decisions that
indicate substantial control of your entity,including the following decisions:
• Reorganization,dissolution or merger of the reporting company;compensation and incentives
of senior officers;
• Making,terminating,fulfilling or not fulfilling significant contracts;
• Selecting,terminating business lines,ventures,or geographic focus;
• Making major expenditures,incurring significant debt,issuing securities,approving operating
budgets,selling,transferring,leasing or mortgaging principal assets;
• Amending governing documents;or
• Determining the nature,scope and attributes of the business conducted.
Management responsibilities relevant to CLA's access to your cash
Someone with management authority is responsible for the processes below.All approvals listed must be
documented in writing,either electronically or manually:
• Approve all invoices and check payments.
• Approve all new vendors and customers added to the accounting system.
• Approve all electronic funds transfers(EFT,ACH,wire,etc.)to external parties.
• Approve(or delegate to the CLA consulting controller if applicable)all customer and vendor
credit memos and accounts receivable amounts written off.
• Review and approve(or delegate to the CLA consulting controller if applicable)all bank
statements and affiliated monthly reconciliations.
• All requests or approvals received via email,text or IM will be confirmed via phone.
Fees and terms
The professional fees(guaranteed through April 30,2025)for these services are as follows:
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Item Fee
Ongoing Normal Accounting Services $9,700 per month
Budget Services $20,000 per year
Other nonroutine assistance(including Payroll $165 per hour
assistance)as requested
Included in the fixed fees are meetings and phone calls to discuss operations,business matters,and
accounting matters of the entity.While the fixed fees entitle the entity to consultations with us,if
organizational conditions change or the scope of the work requires substantial additional effort beyond
what has been defined in this agreement,CLA agrees to perform the additional work at a mutually agreed
upon price.
We will also add a technology and client support fee of five percent(5%)of all professional fees billed.The
fee estimates are based on anticipated cooperation from your personnel and their assistance with preparing
requested schedules.If the requested items are not available on the dates required or are not accurate,the
estimated fees will likely be higher.If unexpected circumstances require significant additional time,we will
advise you before undertaking work that would require a substantial increase in the fee estimate.We will
also bill any third-party software subscription fees that you direct CLA to purchase and incur on your behalf.
Use of financial statements
The financial statements we prepare are for management's use.If you intend to reproduce and publish the
financial statements,they must be reproduced in their entirety.
Termination of SOW
Either party(you or CLA)may terminate this particular SOW at any time by giving 3o days written notice
to the other party. Upon termination of this particular SOW,the provisions of this SOW and the existing
MSA shall continue to apply to all services rendered prior to termination.
Agreement
We appreciate the opportunity to provide the services described in this SOW related to the MSA All terms
and provisions of the MSA shall apply to these services.If you agree with the terms of this SOW,please sign
below and return a signed copy to us to indicate your acknowledgment and understanding of,and
agreement with,this SOW.
CliftonLarsonAllen LLP
Adam M.Pulley
Principal
309-495-8767
adam.pulley@claconnect.com
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CIA Client
CLA City of Canton
SIGN:
Adam M.Pulley,Principal Kent McDowell,Mayor
SIGNED 5/5/2024,4:49:49 AM CDT
DATE:
- I
i
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