Council approves larger VML engagement to finish audit and staff training

Council approved an increase in the town’s engagement with consultant VML to complete the municipal audit and provide staff training. Manager (S4) explained that VML invoices to date total roughly $20,005.78 and that VML estimated roughly 40 additional hours (about $9,000) to complete remaining audit work. The manager recommended increasing the contract not-to-exceed amount to $30,000; after discussion a council member moved — and the council approved — a not-to-exceed total of $40,000 to provide additional buffer for completion and to avoid returning repeatedly for small increases.

Members expressed frustration that the original not-to-exceed limit had been set too low and requested written notice from the consultant when work would exceed previously authorized amounts. Staff said the work includes backlog accruals, reconciliations and training following staff turnover; the manager said most of the pre-audit work is complete but that auditors still need final journal entries and reconciliations. The council directed staff to appropriate the additional funds from the General Fund and to allocate invoice hours between audit and training after reviewing detailed invoices.

The motion was seconded and passed by roll-call. Several members asked that the consultant provide a written statement explaining why prior notification did not occur before the engagement exceeded the original contract threshold.