FYE2003 to FYE2005 1st Amendment 07/14/2004
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
July 21,2004
TO:
Sandee Carlile, Director
Finance Department
Pamela G. Hanc~
Deputy Clerk [J
FROM:
At the July 14, 2004, Board of County Commissioner's meeting the Board granted
approval and authorized execution of an Amendment to Monroe County Audit Contract between
Monroe County and Cherry, Bekaert, and Holland, L.L.P., to transfer the role of drafting the
BOCC Financial Statements and the Monroe County Comprehensive Annual Financial Report to
the Auditor.
Enclosed is a duplicate original of the above-mentioned for your handling. Should you
have any questions please feel free to contact our office.
cc: County Administrator wlo document
County Attorney
File /
CHERRY
BEKAERT& Cherry, Bekaert&Holland, L.L.P.
HOLLAND The Firm of Choice. www.ebb.com
Finn Headquarters
,,V%I' 1700 Bayberry Coud Suite 300
Richmond.Virginia 23226
phone 804.673.4224
fax 804 6734290
Monroe Country, Fl-Clerk Of Circuit Ct 13447
500 Whitehead St
Key West, FL 33040-6581
August 1, 2006
Dear Client,
NOTIFICATION OF CHANGE IN DOCUMENT RETENTION POLICY
In response to the evolving legal and business environment in which we operate, Cherry,
Bekaert & Holland, L.L.P. has adopted the following Document Retention Policy,
effective July 15, 2006:
In general, all financial statements and tax returns will be retained for a period.of seven
years from the date of issuance to our clients. After that time, the documents will be
shredded.
Exceptions to this policy will be for cases involving ongoing investigations (such as court
proceedings or IRS examinations) and for estate and gift tax returns for current client
relationships.
As this policy is a change in our historical method of conducting business, we want to
give our clients an opportunity to claim our file copies of past financial statements or tax
returns we issued. It is our general recommendation that clients permanently retain
copies of these documents. (Please note that we have previously provided these
documents at the time of the original engagements.)
Therefore, if you would like to claim copies of any past financial statements or tax
--- - ---returns, please contact us prior to September 1, 2006. If we have not heard from you
prior to that date, we will commence with shredding the documents that were issued to
you outside the above stated seven year window, and will regularly apply this policy
each subsequent year going forward.
If you have any questions, please do not hesitate to contact us.
Very truly yours,
C9'iw . i niLu,t `oat nad, d'. 07. P,
Cherry, Bekaert & Holland, L.L.P.
"SBAKERTILLY
AMENDMENT TO MONROE COUNTY AUDIT CONTRACT
This is an amendment to a contract dated November 19, 2003, by and between the
Board of County Commissioners of Monroe County, Florida (hereinafter "County") and
Cherry, Bekaert, and Holland, L.L.P. (hereinafter "Auditor"), a Certified Public Accountant
limited partnership licensed to do business in the State of Florida.
WHEREAS, the Clerk of the Circuit Court desires to transfer the role of drafting the
Board of County Commissioner Financial Statements and the Monroe County, Florida
Comprehensive Annual Financial Report to the Auditor; and
WHEREAS, the Auditor will accept the additional responsibilities; and
WHEREAS, the parties desire to adjust the November 2003 contract terms to reflect
the changes of this additional work; now, therefore
IN CONSIDERATION of the mutual promises, benefits, and covenants set forth
below, the parties agree as follows:
Under 1. SCOPE OF SERVICES add
1.9 The Auditor will:
a. Assist in the preparation of the fund-level and entity-wide elimination
entries based on information provided by the County.
b. Prepare the reconciliation items from the fund-level financial statements
to the entity-wide financial statements.
c. Draft the Monroe County, Florida Comprehensive Annual Financial
Report (CAFR) and the Board of County Commissioners (BOCC)
Financials, excluding the Statements of Cash Flow.
d. Print the Monroe County, Florida CAFR and the BOCC financial
statements for reproduction by the County.
Under 2. ASSISTANCE TO BE FURNISHED BY THE COUNTY add
The County will:
a. Download the trial balance, including actual balances and original and final
budgets, from the County's accounting software to GoFund software.
b. Update account mapping within GoFund based on changes to the BOCC chart
of accounts.
c. Draft the Statement of Cash Flows.
1
d. Combine the BOCC, each Constitutional Officer and applicable component units
for purposes of the CAFR.
e. Assist in the preparation of fund-level and entity-wide elimination entries.
f. Produce the introductory and statistical sections and the Management's
Discussion and Analysis sections of the CAFR.
g. Produce the Schedules of Federal Awards and State Financial Assistance.
h. Review the final CAFR and BOCC Financial Statements and maintain
responsibility for the contents.
I. Provide electronic copies of the final Go Fund file and Excel templates that have
been rolled over to 9/30/04 from 9/30/03.
Under 4. COMPENSATION AND TERMS OF PAYMENT add
An additional sum of $17,500 will be added to the contract amount for each of the
fiscal years remaining under the contract to be audited.
WITNESS WHEREOF, the parties hereto have set their hands and seals this
.J~Ath day of July , 2004.
~'.<'- ..~;-"-.;...:.:.,,,
-:. /~::'-0 C'-~_:/.<:"'~"
':-,-'['-1"> j.l'--~:. _ '::'\
X~:.a~NY L. KOLHAGE, CLERK
:'.'; /"_ .r> _ ! ,':.'
:,1'/..'
Byd~
/ Deputy Clerk
WITNESSES:
JL ANNE A. HUTTON
,,"'88/51;1:, ~99;'9'Y ATTORNEY
.. _.. 712IQ.'f-..-..----..~-
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
BY
~(~
ro..,)
Mayor/Chair~n c:: g
::z: ~ .z:-
:tl ro. .. c-
o.:. C
"1:. r-
AUDITOR: CHERRY, BEKA~t, A~
HOLLAND, L.L.P. ~?-~.
.... () (~;:: ..I:It
:<:-1:::' :E
...
." .....
r- c;; '9
BY ~~ t:t. C;,!:.~ ~
Partner
"f"?
r-
r-.,
o
.."
C>
::0
::0
rT)
("'")
;:-:.J
:0
2