HomeMy WebLinkAboutCity Council Resolutions (R-88-349)-02/01/1988
RESOLUTION R-88-349
A RESOLUTION RATI FYING THE APPOINTMENT OF PEAT, MARWICK
MAIN & COMPANY TO PERFORM SPECIAL INVESTIGATIVE AUDIT
WHEREAS, certain facts have come to the Council's attention which provide
reasonable cause to investigate City records to determine
compliance with City Ordinances for legal exactions, fees and
charges due from developers, subdividers and building permittees,
and,
WHEREAS, certain facts warrant the investigation of utility extension
for sewer services, and,
WHEREAS, the need to investigate City records should be conducted by
a competent, professional and independent outside auditing
firms,
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1. THAT the City Council's minute action of January 4, 1988, Old
Business Item #8, is hereby ratified as approved by this
Resolution.
Sec. 2. THAT such audit is subject to the conditions of this Resolution
first and to the exhibits attached hereto second. Such exhibits
include:
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,I Sec. 3.
I Sec. 4.
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Passed by a vote of
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! ~T~
q.f!da Johnson
City Secretary
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a. Certified Copy of City Council Minutes dated January 4, 1988.
b. City Manager's engagement letter dated January 4, 1988.
c. Peat Marwick Main & Company's proposal dated December 31, 1987.
d. City Manager's Fund Certification dated February 1, 1988.
THAT, such audit fees be limited to $20,000 without further
specific authorization by the City Council.
THAT, the Mayor of the City of Co11eyvi11e, pursuant to Section
3.06 of the Co11eyvi11e City Charter, is hereby authorized to
sign the engagement letter identified in Section 2 above as
exhibit b which shall serve as the Contract with the other
designated exhibits for the services to be provided by Peat,
Marwick Main & Company.
AND IT IS SO RESOLVED.
~to 0
on the 1st day of February, 1988.
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CITY OF COLLEYV LL
M
Buck Hubbard, Mayor
CITY COUNCIL
MINUTES
JANUARY 4, 1988
R-&'8- 3'-19
II EXHIBIT All
P~,q!
"~M
The regular meeting of the City Council of the City of Colleyville was called to order
by Mayor Buck Hubbard on January 4, 1988, at 7:30 p.m.
Roll Call: Councilperson Doug Blemings, Chris Hawkins, Suzie Grundy, Charles Gore,
and Jack Burke were present. Mayor Buck Hubbard, City Manager Robert
McDaniel, City Attorney Ross Foster, Fire Chief Darrel "Red" Bailey, Pol ice
Chief Don Steele, Director of Public Works Lloyd Wood, Cityls Engineering
Consultant Gary Fisher, and City Secretary LaVada Johnson were also present.
Invocation:
Council person Chris Hawkins gave the invocation after which City Attorney Ross Foster
lead the Pledge of Allegiance to the flag.
Approval of Minutes: December 21, 1987
Councilperson Gore moved to approve the minutes of December 21. 1987 as corrected and
amended. Councilperson Blemings seconded the motion. The vote being:
Ayes: Blemings. Grundy, Gore. Burke
Noes: none
Abstained: Hawkins (had not reviewed the amendments)
Correspondence: none
City Manager's Report:
City Manager McDaniel briefly discussed the City Managerl s Report dated January 4,
1988 (see attached).
Council person Blemings addressed the Pictorial Press in a written statement in regard
to the one sided editorial of December 23, 1987, receiving the concurrence of the other
Council members.
Council person Hawkins had several questions concerning the property a 5003 Colleyville
Blvd. on Highway 26 and Glade Road and wanted to know what day the City could start
issuing citations. (January 18, 1988)
Councilperson Grundy addressed the last paragraph of the December 28,1987 letter from
from Thomas C. Hillsman, Attorney at Law, 17000 Preston Road, Suite 400, Dallas, Texas
75248 in regard to Taco Bell as it appeared to be a threat to the City.
Council person Burke questioned the volume of water lost on December 25, 1987, due to
the overflow of the elevated tower on Bransford Road; questioned the City Attorney
for the record if the City was doing everything legally that can be done for the
violations at 5003 Colleyville Boulevard. The City Attorney stated the City Manager
was following the proper procedure to obtain volunteer compliance with the City's
ordinances.
Citizens wishing to speak to the Council concerning items not on the agenda:
1. Charles Walton, 6320 Westcoat, addressed the trash and appearance of the Nine Acres
Country Club parking lot on McDonwell School Road after being opened for business
for sometime now, particularity after New Year's Eve.
2. Sammie Bolling, 6712 Curtis, questionc'd ~"hy Storer Cable was not tJping the meeting
tonight?
CITY COUNCIL
MINUTES
JANUARY 4, 1988
Page 2
OLD BUSINESS:
1. Discussion and Consideration of Request to provide temporary service to property
located in the City of Hurst-Mayor Hubbard.
Mayor Hubbard read letter dated December 18, 1987, from Bill Souder, Mayor of the City
of Hurst, 1505 Precinct Line Road, Hurst, Texas 76054 requesting the Council to
reconsider the Council's decision on the request from Dr. Dale Hodgson for water und
sewer service. After discussion, Council person Gore stated that the response to the
City of Hurst shoul d be that thi s matter had a 1 ready been handl ed by the City of
Colleyville. The Mayor instructed the City Secretary to draft a letter to the Mayor
of the City of Hurst stating the previous actions of the Council.
2. 3rd Reading and Publ ic Hearing - Ordinance 0-87-663 - Ordinance establ i shing
maximum prima facie reasonable and prudent speed 1 imits for school zones on
Pool Road and Cheek-Sparger Road
Mayor Hubbard opened the Public Hearing and read the preamble to Ordinance 0-87-663
AN ORDINANCE ESTABLISHING MAXIMUM PRIMA FACIE REASONABLE' AND PRUDENT SPEED
LIMITS ON A CERTAIN NAMED STREET COLLEYVILLE, TEXAS: PROVIDING A PENALTY
AND AUTHORIZING PUBLICATION.
There been no one present wishing to speak the Public Hearing was closed. The City
Attorney pointed out that the ordinance should have a penalty of $200.00 and not
$2,000.00.
Councilperson Grundy moved to approve Ordinance 0-87-663. Councilperson Hawkins seconded
the motion. The vote being:
Ayes: Blemings. Hawkins, Grundy, Gore. Burke
Noes: none
3. 3rd Reading and Publ ic Hearing Ordinance 0-87-665 Ordinance for
establishment of sanitation standards for food protection and service
Mayor Hubbard opened the Public Hearing and read the preamble to Ordinance 0-87-665
AN ORDINANCE AMENDING SECTION 15 OF CHAPTER 7 OF THE COLLEYVILLE CODE BY
INCLUDING DEFINITIONS; PROVIDING FOR THE SALE OF ONLY SOUND, PROPERLY LABELED
FOOD; ESTABLISHING SANITATION STANDARDS FOR FOOD PROTECTION AND SERVICE;
ADOPTING BY REFERENCE TEXAS BOARD OF HEALTH, "RULES ON FOOD SERVICE SANITATION"
AND "RULES ON RETAIL STORE SANITATION"; REQUIRING PERMITS FOR THE OPERATION
OF FOOD ESTABLISHMENTS; DESIGNATING TARRANT COUNTY HEALTH DEPARTMENT DIRECTOR
AS THE HEALTH AUTHORITY; REQUIRING FOOD SERVICE MANAGER CERTIFICATION IN
FOOD SANITATION; PROVIDING REMEDIES AND PENALTIES FOR VIOLATIONS OF THE
ORDINANCE; AND AUTHORIZING PUBLICATION.
There being no one present wishing to speak the Public Hearing was closed.
Councilperson Blemings moved to approve Ordinance 0-87-665. Councilperson Burke seconded
the motion. The vote being:
Ayes: Blemings, Hawkins, Grundy, Gore. Burke
Noes: none
CITY COUNC I L
MINUTES
JANUARY 4, 1988
Page 3
4. 2nd Reading and Public Hearing - Ordinance 0-87-666 - Ordinance amending Chapter
9 of the Colleyville Code by adding Section 12. establishing a Drainage Policy.
Mayor Hubbard opened the Publ ic Hearing and read the preamble to Ordinance 0-87-666.
There being no one present wishing to speak the Public Hearing was closed.
5. 2nd Reading and Publ ic Hearing - Ordinance 0-87-667 - Ordinance amending Part
I of Section 6 of Chapter 9 of the Colleyville Code regulating perimeter street
requirements for single lot subdivisions.
Mayor Hubbard opened the Publ ic Hearing and read the preamble to Ordinance 0-87-667.
There being no one present wishing to speak the Public Hearing was closed.
6. 2nd Reading and Public Hearing - Ordinance 0-87-668 - Ordinance amending Chapter
7 of the Colleyville Code by adding Section 16 - requiring engineers, surveyors.
architects, and other professionals to have liability insurance.
Mayor Hubbard opened the Public Hearing and read the preamble to Ordinance 0-87-66~.
There being no one present wishing to speak the Public Hearing was closed. The City
Manager requested that an effective date be addressed in relationship to the projects
that are currently being considered. The City Attorney was instructed to correct the
Ordinance to add a clause which states failure to have insurance shall be grounds for
denial. Council person Burke expressed his concern that the clause "shall maintain
insurance" needed to require that an original certificate of insurance be on file with
the City. There was discussion by the Council in regard to individual family homes
and other building plans being reviewed by the City whether or not this would fall
under this ordinance.
7. 2nd Reading and Public Hearing - Ordinance 0-87-669 - Ordinance amending Chapter
3 of the Colleyville Code in regard to Flood Hazard Area Regulations
Mayor Hubbard opened the Publ ic Hearing and read the preamble to Ordinance 0-87-669.
There being no one present wishing to speak the Public Hearing was closed.
8. Discussion and consideration of engaging outside audit firm to conduct special
audit to determine compliance with City Ordinances requiring legal exactions,
fees. and charges due from developers, subdividers and building permittees.
City Manager McDaniel recommended the firm of Peat, Marwick, Main, 2500 City Center
Tower II, 301 Commerce, Fort .Worth, Texas 76102 with the target date for completion
being February 15, 1988. The Council stated that the City Manager will be the person
managing the audit rather any individual member of the Council, but with frequent statues
reports to the full Council.
Councilperson Gore moved that the firm of Peat, Marwick, Main be selected to conduct
the special audit under the conditions outlined in the City Manager's memo "Special
Audit Selectionll. dated January 4, 1988. Councilperson Hawkins seconded the motion.
The vote being:
Ayes:
Noes:
Blemings, Hawkins. Grundy, Gore, Burke
none
Mayor Hubbard stated for the record that at the direction of the Council in mid-1986
there had been Counci 1 members that researched the City~~__<:.an<:.~_",-~(L chec! records and
CITY COUNCIL
MINUTES
JANUARY 4, 1988
Page 4
there mi ght be some records out of order so the employees woul d not be in t roub 1 e.
Council person Grundy and Gore pointed out that this action was on the behalf and with
the permission of a majority of the Council.
9. Discussion and consideration of Bonding Requirements for sanitary service
to be provided to Carroll Elementary School - Councilperson Grundy
Councilperson Grundy requested that this item be removed from the agenda.
10. Budget Report
The Council discussed the need for a policy procedure for street light requests as
this item is projected to already be over last year's budget at this time.
NEW BUSINESS:
1. 1st Reading and Public Hearing - Ordinance 0-87-664 - Ordinance amending
Section 9 of Chapter 9 of Colleyville Code by providing that the developer
of subdivision pay actual costs plus 10% for street signs
Mayor Hubbard opened the Public Hearing and read Ordinance 0-87-664 in its entirety.
There being no one present wishing to speak the Public Hearing was closed.
2. Discussion and Consideration of Traffic Study - Councilperson Burke
Councilperson Burke moved that the final copy of the IIColleyville Transportation Impact
Fee Study" report submitted by Lisa G. Nungesser, Manager, Parsons Brinckerhoff Quade
& Douglas. Inc., Building 2. Suite 360, 901 Mopac South, Austin, Texas 78746, dated
December 18. 1987, be accepted as presented. Councilperson Blemings seconded the motion.
The vote being:
Aye s :
Noes:
Blemings, Hawkins, Grundy, Gore, Burke
none
3. Discussion and Consideration of Revising Impact Fees for Streets, Ross Foster,
City Attorney
The Council directed the City Attorney to amend the present ordinance (Ordinance
0-87-652) to comply with the requirements of the Senate Bill 336.
4. Discussion and Consideration of draft ordinances of sexually oriented businesses
within the City Limits of Colleyville
After di scussion by the Counci 1, the City Attorney was instructed to combine the two
older draft ordinances presented.
Councilperson Grundy moved to adjourn the meeting at 9:24 p.m. Councilperson Blemings
seconded the motion. The vote being:
Ayes:
Noes:
Blemings, Hawkins. Grundy. Gore, Burke
none
~'9i2J (
LaVada Johnson Approved on: { ~.... .. . MJ.fsfJ'
City Secretary l/ r. .
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CITY OF COLLEYVI LLE
I, LaVADA JOHNSON, City Secretary of the City of Colleyville,
Texas, do hereby certify that the foregoing is a true ~nd
corr~of the Minutes for the meeting held on ~+ I day
of ~4Jh~~ 19if.,dulY presented, passed and approved
by the City Cou i 1 of the City of C.;t>l eyv i 11 e, )Tjas. at a
regular meeting held on the let f day of ~/N'~.'
19~, as the same appears in the Minutes of said meeting.
WITNESS MY HAND AND THE SEA~F THE CI~~~~~~~E'
TEXAS, thi s the Clff. day of '
,19/{g.
dltLjA/~
LaVADA JOHNSON, City Secretary
P. O. BOX 18S COLlEWILLE, TEtAS 76034 (817) 281-4044
R-~9-3Ljtt
"EXHIBIT B"
CITY OF COLL~YVI LLE
January 4, 1988
Donald C. Spitzer. Partner
Peat Marwick Main and Company
2500 City Center Tower II
301 Comrrerce Street
Fort Worth. Texas 76102
Re: Special Investigative Audit Engagement Letter
Dear Mr. Spitzer:
In response
Investigative
authorization
report.
We accept your proposal subject to the condition of your letter
dated December 31. 1987 and to the City's prerogative to revise
the scope. methods and procedures (on a mutually agreed basis) of
the audit as facts and circumstances may subsequently warrant.
to your proposal to perform the requested Special
Audit, please accept this letter as the City.s
for your fi rm to commence work on performi ng thi s
Your work wi 11 proceed under the di recti on of the Ci ty t~anager as
specified by the City Council. We will expect regular progress
updates and i niti a 1 tentati ve fi ndi ngs provi ded to the City Manager
when minimum hours for the individual audit area are reached or
when circumstances prove further review unwarranted (which ever
occurs fi rst). A fi nal written report is requested for the Ci ty
Council.
Mr. Spitzer, your firm was selected, in part, for their professional
experience and reputation. As such. we trust that you will provide
the City with the product whi ch has earned your fi rm the quality
reputation known in the industry.
Sincerely yours,
~.a~
RMcD/lvj
Robert T. McDaniel
City Manager
;;:;~
Buck Hubbard, Mayor
P. O. BO~ 18) COL1EWlllf, TEXAS 76034 (817) 281-4044
cc: Mayor/Council
R- &<1 -3 '11
IIEXHIBIT CII
Peat Marwick
Certified Public Accountants
Peat Marwick Main & Co.
2500 City Center Tower II
301 Commerce Street
Fort Worth. TX 76102
Telephone 817 335 2655
Telecopier 817 335 2655
Ext 240
December 31, 1987
City Council
City of Colleyville
Colleyville, Texas
Dear Gentlemen:
We appreciate this opportunity to present our proposal to provide special
audit services to the City regarding compliance with City ordinances,
statutes, and policies.
We have extensive experience in serving governmental entities through
investigative audit services, traditional audit services, and consulting
services. A partial listing of governmental entities for which we have
provided investigative audits follows:
Coryell County
Montague County
City of Watauga
Fort Worth Independent School District
City of Burleson
We currently provide traditional audit services and other services (including
consulting services) for a number of governmental entities in and around the
Fort Worth area.
Due to the sensitive nature of this engagement and the significance we attach
to the proposal relationship with the City, we have assembled and committed to
the relationship a team of professionals with experience in investigative
auditing for governmental entities. The following summarizes the
responsibilities of the engagement team by position:
Audit Engagement Partner - I will serve as the overall engagement
partner for the City. The engagement partner has the ultimate
responsibility for the audit engagement. He determines the
content of the report and is responsible for ascertaining that
Firm and professional standards have been maintained throughout
the engagement.
Audit Engagement Manager - Mr. Jeff Roper will serve as audit
engagement manager. The audit manager coordinates and directs
the activities of professional staff members assigned to the
engagement. He participates in developing the audit program,
selecting and assigning personnel, and reviewing all phases of
the examination.
City of Colleyville
Page 2
Audit Engagement In-Charge Accountant - The in-charge accountant
is responsible for the conduct of the engagement in the field by
supervising the staff assigned to the job and by performing audit
procedures as necessary.
In accordance with your request for proposal, we are providing estimates of
our hours and fees required to perform the examinations of the areas noted in
the request for proposal (please see Exhibit A). Our fees will be based upon
the actual time spent on the engagement billed at an hourly rate of $50.00 per
hour plus out-of-pocket expenses (including mileage costs, report printing
costs, and other miscellaneous costs). In order to allow the City to control,
on an ongoing basis, the direction of the audit to focus on the most critical
areas, we have provided you with a range of hours and fees by area of
concern. The range provides you with our estimate of the minimum and maximum
cost to examine each area. If, upon commencing the audit of a particular
area, no immediate evidence of errors or irregularities is noted, we will
consult with the City Manager and determine the approach to take. If we
jointly decide to proceed and perform the maximum amount of work in the area,
we anticipate that the hours and fees will reach the maximum. If, however, we
jointly decide that it would be more effective to direct our efforts elsewhere
and perform no more work on that area, then we expect that only the minimum
fees would be incurred. In addition, these hours and fees are estimates only,
as the exact procedures to be performed have yet to be determined. As is
customary, our fees will be billed and collected on a biweekly basis.
At the conclusion of our work, we will issue a report (if you so request) to
you which will specify, by area of concern, the procedures performed, our
findings, and any recommendations we may have regarding your system of
internal accounting controls or other policies and procedures. Because the
extent of our procedures will be determined by the City Council and the City
Manager, and may be terminated at any point during the procedures, our report
will contain a disclaimer statement similar to the following:
Because these procedures do not constitute an examination in
accordance with generally accepted auditing standards, we express
no opinion nor any other form of assurance regarding fee revenues
or disbursements to which these procedures relate. In connection
with the procedures referred to above, no matters came to our
attention that cause us to believe that the accounts should be
adjusted except as noted in this report. Had we performed
additional procedures or had we made an examination of the
Financial Statements in accordance with generally accepted
auditing standards, additional matters might have come to our
attention that would have been reported to you.
City of Colleyville
Page 3
The Rules of Professional Conduct promulgated by the Texas State Board of
Public Accountancy do not permit CPA firms to quote maximum audit fees when
several firms are competing for an audit engagement. Further, it is required
by such rules that we emphasize that the proposed audit fees are an estimate
onl y .
We again thank you for the opportunity to propose to serve the City of
Colleyville and we hope that our proposal meets your needs. Should you have
any questions about our proposal, please contact Jeff Roper or myself at
335-2655.
Very truly yours,
PEAT MARWICK MAIN & CO.
'0~ c ~
Donald C. Spitzer, Partner
Exhibit A
Estimate of Hours and Fees
City of Colleyville Special Audit
Hours Fees
Minimum Maximum Minimum Maximum
Building permits over $100,000 20 53 1,000 2,650
Development agreements 34 96 1,700 4,800
Plat approvals 34 73 1,700 3,650
Sewer extensions 28 64 1,400 3,200
Impact fee compliance 18 45 900 2,250
Construction projects and
purchases over $5,000 44 95 2,200 4,750
General procedures (including
review of City ordinances and
statutes, report writing,
development of audit
programs, etc.) 93 202 4,650 10,100
Totals .ll.l 628 13.550 31.400
CITY OF COLlEYVI LlE
December 23, 1987
Peat Marwick Main
2500 City Center Tower II
301 Commerce
Fort Worth, TX 76102
RE: Request for Proposal-Special Audit-Regulatory Compliance
Dear Sir:
Please consider this letter as the City of Colleyville's request
for proposal to perform a Special Audit regarding regulatory
compliance.
The following represents the scope of the work to be preformed:
SCOPE
1) Purpose-the purpose and intent of thi s speci a 1 audit will be
to determine compliance with City regulatory ordinances,
policies. and statutes where improper compliance resulted in
the significant loss of legal exactions, fees, and/or charges
due the City of Colleyville. It is expected that the area
of greatest need shall be confined to those activities associated
with community development, but shall not be limited to this
area unless no material evidence exists to warrant further
audit effort.
2) Audit Examination Areas-include, but may not necessarily be
limited to the following:
Audit Area
Period
a. Building Permits for construction of May '79 to Dec. '87
$100,000 or more per incident, or in
related combination exceeding this dollar
threshold.
b. Development Agreements June '77 to Dec.187
c. Plat Approvals and related exaction May 179 to Dec. '87
particularly perimeter street
requirements since Nov. '83
P. O. BOX 18S COUEWllLE, TEXAS 76034 (817) 281-4044
d. Sewer extensions including those
where easements were acquired in
exchange for City sewer easements.
May '79 to Dec. '87
e. Impact Fee Compliance
f. Construction Projects/Purchases
for amounts totaling in the
aggregate of more than $5000
3) Audit Completion Date - February 15. 1988.
4) Audit Support - the City.s administration will be available
to assist in determining applicable regulatory compliances.
records (as such are & remain available) and pertinent history
needed to accomplish the objective.
Nov. 186 to Dec. '87
May 179 to Dec. 187
5) Policy Awareness - the auditor1s will be required to familiarize
their staff with applicable policies, statues. and ordinances.
Areas of statutory applicability will be determined by the
interpretation of the City Attorney as needed.
6) Economic Impact an evaluation of the financial impact
discovered and due the City as a result of the audit is desired
indicating significant revenues lost through failure to comply
with City regulatory requirements.
7)
Methods/Procedure the City wi 11 negotiate
mutually agreed upon methods and procedures
accomplish this objective. The selected firm will
to recommend any method/procedure which will meet
of the audit with reduced effort and/or cost.
and establish
necessary to
be encouraged
the Objective
8) Issues preferred to be avoided - Considering the political
envi ronment of thi s audit it \'Ji 11 be important to concentrate
on issues of substance and avoid petty improprieties which
have not caused material cost to the City.
9) Costs - the City requests an estimate of the manhours expected
for Audit Area(s). with dollar cost included. We expect and
prefer the cost of this audit to be as minimal as necessary
to accomplish the objective.
Page 3
We respectfully request your written proposal in response to this
request by January 4, 1987 for consideration by the City Council
at the regular meeting of that date.
Once Council revi ews, modifi es the audi t scope as may be requi red.
and approves the proposal, we will then execute an engagement letter
to authorize con~encement of the audit.
We appreci ate your response. Pl ease feel free to ca 11 if you have
any questions.
Sincerely,
(&-t7?b~
Robert T. McDaniel
City Manager
RMcD/czf
CC: Mayor/Council
"
R-gg-3t./?
IIEXHIBIT DII
CITY MANAGERls FUNDS CERTIFICATION
February 1, 1988
Pursuant to Section 9.06.A of the Colleyville City Charter the City Manager hereby
certifies that funds are available within designated contingency line items and/or
unencumbered fund balances for both the General Fund and Utility Fund to incur
the following obligation:
Retention of Special Investigative Audit by Peat, Marwick Main & Company
per Resolution No. R-88-349 in an amount not to exceed $20,000 without
subsequent Council approval.
Furthermore, The City budget will remain balanced provided revenues and planned
expenditures continue as are presently budgeted.
Certified by
)~.~
I ~/a
Date
Ro rt T. McDaniel
City Manager