Agenda - 04/12/2004WOODBURN URBAN RENEWAL AGENCY
AGENDA
APRIL 12, 2004
6:45 P.M.
CALL TO ORDER
ROLL CALL
CONSENT AGENDA
A. Urban Renewal Agency minutes of June 23, 2003 ................................. 1
Recommended Action: Approve the Urban Renewal
Agency minutes.
GENERAL BUSINESS
A. Woodburn Urban Renewal Agency Audit Contract ............................... 2
Recommended Action: Authorize the City Administrator
to execute the confract with Boldt, Carlisle, and Smifh for
audit services.
PUBLIC HEARINGS
PUBLIC COMMENT
ADJOURNMENT
April 12, 2004
Urban Renewal Agency
Pagei
URBAN RENEWAL AGENCY MINUTES
JUNE 23, 2003
TAPE
READING
0000 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN,
COUNTY OF MARION, STATE OF OREGON, JUNE 23, 2003.
CONVENED. The Urban Renewal Agency meeting convened at 6:47 p.m. with Chair
Figley presiding.
0007 ROLL CALL.
Chair Figley Present
Member Bj elland Present
Member Cox Absent
Member McCallum Present
Member Nichols Present
Member Sifuentez Present
Member Veliz Present
Staff Present: City Administrator Brown, City Attorney Shields, Recorder Tennant
Chair Figley stated that Member Cox is out of town and unable to attend this meeting.
0029
MINUTES.
MCCALLUM/BJELLAND... approve the minutes of June 9, 2003 as presented. The
motion passed unanimously.
0059 RESOLUTION NO. 03-01: ADOPTION OF 2003-04 URBAN RENEWAL
BUDGET.
Chair Figley questioned the City Attorney as to whether or not the Resolution needs to be
introduced in the same manner as a City Council Bill.
Attorney Shields stated that there are no procedures in place similar to regular City
Council business, therefore, the resolution can be adopted by motion.
MCCALLUM/NICHOLS... adopt the Urban Renewal Agency budget Resolution 03-01
for 2003-04. The motion passed unanimously.
0152
ADJOURNMENT.
NICHOLS/BJELLAND... meeting be adjourned. The motion passed unanimously.
The meeting concluded at 6:50 p.m..
ATTEST
APPROVED
Mary Tennant, Recorder
City of Woodburn, Oregon
KATHRYN FIGLEY, CHAIR
Page 1 - Urban Renewal Agency Minutes, June 23, 2003
WOODBURN
TO:
FROM:
SUBJECT:
April 12, 2004
Urban Renewal Agency through City Administrator-d"C'~
Ben Gillespie, Finance DirectorJ~
Woodburn Urban Renewal Agency Audit Contract
RECOMMENDATION:
Authorize the City Administrator to execute the attached contract with Boldt,
Carlisle, and Smith for audit services.
BACKGROUND:
City staff, acting on behalf of the Urban Renewal Agency, solicited proposals for
audit services in January 2004. The staff recommendation is to award the
contract to Boldt, Carlisle, and Smith LLC.
DISCUSSION:
The attached contract is for a three-year period. There is an option to renew for
two additional two-year periods. Either party can cancel the contract by 90
days written notice.
FINANCIAL IMPACT:
Fees for the wark are:
2003-04 $2,500
2004-05 2,500
2005-06 2,500
Agenda Item Review:
City Administrato~
City Attorney
Financ '~e~_ ./)//
AUDIT CONTRACT
THIS CONTRACT, made this day of March __, 2004, in accordance with the requirements of Oregon Revised
Statutes 297.405 through 297.555 between BOLDT, CARLISLE & SMITH, LLC, Certified Public Accountant(s) of Salem,
Oregon, and the WOODBURN URBAN RENEWAL AGENCY, Oregon, provides as follows:
It hereby is agreed that BOLDT, CARLISLE & SMITH, LLC shall conduct an audit of the accounts and fiscal affairs
of WOODBURN URBAN RENEWAL AGENCY, Oregon, for the period beginning July 1, 2003, and ending June 30,
2004, and for the fiscal years ending June 30, 2005 and 2006, in accordance with the Minimum Standards for Audits of
Municipal corporations as prescribed by law. The audit shall be undertaken in order to express an opinion upon the
financial statements of WOODBURN URBAN RENEWAL AGENCY, Oregon, and to determine if the WOODBURN
URBAN RENEWAL AGENCY, Oregon has complied substantially with appropriate legal provisions.
e
BOLDT, CARLISLE & SMITH, LLC agrees that the services they have contracted to perform under this contract
shall be rendered by them or under their personal supervision. In the performance of services under this contract,
BOLDT, CARLISLE & SMITH, LLC agrees that it shall use that degree of care and skill ordinarily exercised under
similar circumstance by reputable members of its profession practicing in the State of Oregon.
It is understood and agreed that, should unusual conditions arise or be encountered during the course of the audit
whereby the services of BOLDT, CARLISLE & SMITH, LLC are necessary beyond the extent of the work
contemplated, written notification of such unusual conditions shall be delivered to the WOODBURN URBAN
RENEWAL AGENCY, Oregon, who shall instruct in writing BOLDT, CARLISLE & SMITH, LLC concerning such
additional services, and that a signed copy of each such notification and instruction shah be delivered immediately to
the Secretary of State by the Party issuing the same.
The audit shall be started as soon after this contract is executed as is agreeable to the Parties hereto and shah be
completed, and a written report thereon delivered within a reasonable time, but not later than six months, after the
dose of the audit period covered by this contract. Adequate copies of such report shall be delivered to the
WOODBURN URBAN RENEWAL AGENCY, Oregon, and its form and content shall be in accordance with and not
less than that required by the Minimum Standards for Audits of Oregon Municipal Corporations.
It is understood and agreed that the WOODBURN URBAN RENEWAL AGENCY, Oregon, is responsible for such
financial statements as may be necessary to fully disclose and fairly present the results of operations for the period
under audit and the financial condition at the end of that period. Should such financial statements not be prepared and
presented within a reasonable period of time, it is understood that BOLDT, CARLISLE & SMITH, LLC shall draft
them for WOODBURN URBAN RENEWAL AGENCY, Oregon. The cost of preparing such financial statements shall
be included in the fee for conducting the audit as set forth in Paragraph 7 below.
6. It is understood and agreed that either Party may cancel this contract by giving notice in writing to the other Party at
least ninety days prior to July 1 of any year.
7e
In consideration of the faithful performance of the conditions, covenants, and undertakings herein set forth the
WOODBURN URBAN RENEWAL AGENCY, Oregon, hereby agrees to pay BOLDT, CARLISLE & SMITH, LLC
the sum not to exceed $2,500, for each of the fiscal years ending June 30, 2004, 2005, and 2006, and the WOODBURN
URBAN RENEWAL AGENCY, Oregon, hereby affirms that proper provision for the payment of such fee has been or
will be duly made and that funds for the payment thereof are or will be made legally available.
Boldt, Carlisle & Smith, LLC
WOODBURN URBAN RENEWAL AGENCY, Oregon
by
H:\Clientg~98408\Contracts~contract, ~ans l~xs 3-5-04 -WURA.doc
by