HomeMy WebLinkAbout2000 09 29 Proposed Annual Budget - Formal Proposal D. '�
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FORMAL PROPOSAL
for
PROFESSIONAL AUDITING SERVICES
For the year ending,September 30,2000
Presented by
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NUllALaIrson
CERTIFIED PUBLIC ACCOUNTANTS
PROFESSIONAL CORPORATION
1 11 Greenway Plaza,Suite 1515
Houston,Texas 77046
Telephone:(713)621-1515
Fax:(713)621-1570
Contact persons
Christopher L.Breaux,CPA Charles G.Yaple,CPA
Principal—Audit Services Principal—Audit Services
Due Date: September 29,2000
TABLE OF CONTENTS
Page
Transmittal Letter 1
TECHNICAL PROPOSAL
General Qualifications
About Our Firm 2 -
Experience and References 4
Personnel Qualifications and Experience
About Our People 5
Resumes of Key Personnel 6
Continuing Education 9
Specific Audit Approach 10
GASB Statement No.34 Overview 18
Appendixes 19
A-Peer Review Report 20
B-Proposers Guaranties 21
C-Proposer Warranties 22
D-Sample Reports 23
Sealed Dollar Cost Bid(under separate cover)
Estimated Fees 28
/i1L
Null A Lairson
CERTIFIED Pl.Bl1C ACCOUNTANTS
PROFESSIONAL CORPORATION
September 22, 2000
To the Audit Committee
City of Friendswood
We are pleased to submit our proposal to provide professional auditing services for the City of
Friendswood as detailed in the City's Request for Proposals.
The overall strength of services we offer can be stated as follows:
✓ Significant governmental audit expertise. Our Firm has been conducting governmental
audits for over twenty-eight (28) years. We currently serve as auditors for over sixty (60) -
governmental entities. Our partners have been recognized for their expertise and have
conducted seminars on various governmental accounting, auditing and financial reporting
topics for the Texas Society of CPA's, other CPA firms, and the Government Finance Officers
Association of Texas.
,✓ Quality service. Given our experience and our firm size, we are able to provide our clients
with top-notch professional services, with a personal touch.
Null Lairson, P.0 is committed to performing the requested services in a timely manner to provide
the City Council with sound and objective financial information and advice. This proposal is a firm and
irrevocable offer for 90 days.
We have appreciated the opportunity to serve the City and look forwardlthe possibility of continuing to
serve the City in the future.
( Sincerely,
Christopher L.Breaux,CPA
Principal—Audit Services
11 Greenway Plaza,Suite 1515•Houston,TX 77046•(713)621-1515•Fax:(713)621-1570
One Sugar Creek Blvd.,Suite 920•Sugar Land,TX 77478•(281)242-8600•Fax:(281)242-7333
MEMBERS:AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS,TEXAS SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS~
J j CPA ASSOCIATES INTERNATIONAL,INC.WITH ASSOCIATED OFFICES IN PRINCIPAL U.S.AND INTERNATIONAL CITIES
ABOUT OUR FIRM
Null Lairson, P.C. is composed of approximately 35 professional auditors, financial management
consultants, accountants, and support staff committed to the philosophy of providing quality and timely
services to our municipal clients. The firm's primary emphasis in providing services is to assist clients
in achieving the utmost success in reaching their goals.
Providing services since the early 1970's, Null Lairson, P.0 serves municipalities and other
governmental clients throughout the Texas Gulf Coast from offices in Houston and Sugar Land. We
provide all customary services expected of a progressive and proactive accounting firm. The firm's
strengths are based on,past and ongoing success in helping clients accomplish their individual and
organizational goals and objectives.
Null Lairson, P.C recognizes the inevitability of change. Our relationship with a client naturally
begins with services aimed at current circumstances,but it is imperative to monitor changes that dictate
adjustment to future plans. Therefore, we remain knowledgeable about the objectives of our clients at
all times. To accomplish this,we provide skilled and experienced personnel to assist in client matters.
We also understand the importance of providing continuity in the assignment of staff to client work.
As part of our dedication to the state and local government industry, our firm maintains associate
memberships in the Government Finance Officers Association of,the Texas Municipal League, and the
American Institute and Texas Society of Certified Public Accountants. Through these affiliations, we
are able to access tremendous resources that allow us to serve our governmental and non-profit clients
at the highest levels.
Null Lairson, P.0 will strive to continue to be a valued member of the City's financial management
team. We plan on assigning firm members for involvement with the City who possess strong abilities in
those disciplines most valuable to you. The firm is adequately staffed with professional and support
personnel to provide all necessary services and to maintain personalized involvement with each client.
Each client is actively encouraged to call on us at any time the need arises. We are accessible when
you need us. In the following section, we have included a partial listing of current clients for your
review.
As a member of CPA Associates International, a worldwide association of quality-oriented accounting
firms, our fire has completed an association peer review performed by members of the group in
accordance with the AICPA's Private Companies Practice Section requirements. This peer review
covered the year ended December 31, 1998 and resulted in an unqualified opinion and included a
} review of specific governmental engagements. We perform our internal inspections annually as
required by program requirements.
2
•
ABOUT OUR FIRM (continued)
Independence -
Null Lairson, P.C. is independent of the City of Friendswood and all component unit as defined by
both generally accepted auditing standards and U.S. General Accounting Office's Government Auditing
Standards, 1994 Revision,(the"Yellow Book).
License to Practice in Texas
Null Lairson, P.C. and all key professional staff are properly registered/licensed to practice public
} accounting in the State of Texas. The firm has not been notified of any disciplinary action being taken
or pending against it in the past three years with state regulatory bodies or professional organizations.
Desk and Field Reviews
As a firm heavily involved in providing professional auditing and consulting services to a wide variety
of governmental and nonprofit entities, our reports and workpapers are always subject to review by
both state and federal desk and field reviews. We have been successful in the past at receiving non-
adverse desk and field reviews by stressing quality reviews and open and proactive communications
with regulatory cognizant agents/agencies.
'Insurance Coverage
We certify that the Firm carries professional liability and other appropriate insurance in excess of the
City's requirements as a normal course of business. If selected, the firm will provide a certificate of
` insurance attesting to that coverage.
_ t Professional Relationships with the City
The Firm has served the City in the following capacities over the last five years:
• Independent auditors—City Wide
• Fixed asset controls study—Police Department
• Management study—Finance Department
3
EXPERIENCE AND REFERENCES
Our firm has broad experience in providing the services requested by the City of Friendswood. Our
audit partners and managers have collectively over 80 years of experience in providing services to
municipalities. Our audit team includes staff accountants, as necessary, with experience and training in
governmental(and specifically,municipal)accounting,auditing, and consulting.
Null Lairson, P.C.. has provided core audit services and/or various forms of consulting services
ranging from entity-wide organizational stricture studies to detailed help in compiling basic financial
data for the following municipalities. As requested we have limited our listing of references to five
municipalities with characteristics and service needs similar to Friendswood. Additional references are
available if desired. A checkmark (✓) below, indicates that the governmental entity actively
participates in the GFOA Excellence in Financial Reporting program.
This listing of clients is for the use of the City only in evaluating our proposal and is not to be
used for any other purpose and is not to be distributed to anyone outside those persons involved
in the selection of auditors for the City.
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3'� ... 6�tF.f Tk�i`S K. --V.,.F. _T�" T.1'k�'U�!h..
✓ League City 47,404 Ms.Monica Kohlenberg, 281.338.4803 two years 610
CPA Director of Finance
✓ Pearland 36,318 'J Causey 281.652.1672 Over five years 450
Director of Finance
Ms.Dorothy Nixon,
✓ Missouri City 65,597 Director of Finance 281.261.4260 Over five years 325
__ ✓ Alvin 21,580 Mr.Fred Mendoza Director 281.388.4294 Over five years 315
of Finance
✓ Rosenberg 33,132 Ms.Lynda Eiche,CPA. 281.344.3302. Over five years 240
Director of Finance
*Tears Data Center Population Estimates January 1,2000
Other Municipalities Serviced
✓ City of Seabrook ✓ City of Wharton
✓ City of Dickinson ✓ City of Stafford
✓ City of West University ✓ City of Friendswood
✓ City of Sugar Land
4
ABOUT OUR PEOPLE
Null Lairson, P.C is comprised of approximately 35 staff members, including partners, professionals,
and support personnel. We feel this staffing level allows our firm to provide a wide variety of
specialized services on a personal basis. We have included brief resumes of key personnel that we
anticipate will be involved in providing the City with professional services.
Additionally we will have senior and staff accountants assigned to the engagement as necessary. All of
our staff have appropriate experience and educational backgrounds and complete a minimum of twenty
to forty hours of continuing education related to governmental auditing, accounting, and reporting
annually. This annual training is designed to be in accordance with U.S. General Accounting Office's
Government Auditing Standards issued by the Comptroller General of the United States (the "Yellow
Book"). A listing of continuing education course topics attended by the proposed audit team personnel
} has been included for your review.
Our staff members come from a variety of different backgrounds. We strive for diversity in our staff in
our hiring practices.
The quality of staff involved with our clients is ensured through the heavy involvement of management
personnel in all phases of the engagement,including key fieldwork areas.
i .
5
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Christopher L. Breaux, CPA Principal-Audit Services
Christopher Breaux- is a graduate of Texas A & M University
where he received a Bachelor of Business- Administration in
accounting in 1984. He has been licensed as a certified public
• accountant since 1987 and has been in public practice in the greater
Houston area for the past fourteen years.
Mr. Breaux's experience includes providing auditing and consulting
services to municipalities, school districts, counties, and special
districts as well as a variety of non-profit and private sector clients. A
large percentage of these clients are recipients of both federal and state
funding . and/or are subject to specific regulatory reporting
requirements. As a principal in the audit services area, he is
responsible for interfacing with clients and cognizant agencies as well
as developing and implementing audit procedures to conform to
applicable professional, state, and federal standards.
Mr. Breaux has provided extensive assistance in the preparation and
review of Comprehensive Annual Financial Reports that have been
awarded a Certificate of Achievement for Excellence in Financial
Reporting. He has been awarded the Certificate of Educational
Achievement in Governmental Accounting and Auditing by the
AICPA. He has also been involved in providing advisory services to
municipal clients in the areas of workflow studies, computer systems
and programming, financial compliance systems and reporting,
program compliance, and other finance-related legal compliance areas.
Professionally, Mr. Breaux is a member of the American Institute of
Certified Public Accountants and the Texas Society of Certified Public
Accountants. He is active in both the Gulf Coast Finance Officers
Association and the Government Finance Officers Association of
—r Texas additionally he serves as a research committee member for the
Texas Association of School Business Officials as an associate
member: Mr. Breaux serves on the national committee for
Government Services for CPA Associate, International and is the
_1 incoming Chair of the Houston Chapter of the Texas Society of
Certified Public Accountants Government Auditing and Accounting
•
} Committee. He has provided certification training for government
finance personnel and is involved in developing training on government •
auditing'standards:
•
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•
•
- 6
• Charles G. Yaple, CPA Principal-Audit Services
Charles Yaple is a graduate of Baylor University where he received a
Bachelor of Business Administration in accounting in 1979 and has
been licensed as a certified public accountant in Texas since 1981. Mr.
Yaple has been in public accounting for over eighteen years, and with
Null-Lairson,P.C. for the last fifteen years.
As a principal in the firm, he oversees and coordinates the firm's audit
practice. Mr. Yaple has primary responsibility for the firm's major
governmental audits which include audit, review and preparation of
General Purpose Financial Statements, Comprehensive Annual
Financial Reports receiving the GFOA/ASBO reporting excellence
} awards, and/or special financial compliance reports (including Single
Audit Act). His responsibility also includes commercial auditing in the
construction, manufacturing and product distribution industries. Mr.
Yaple has managed and performed a variety of special engagements for
the firm's clients, including management advisory services, computer
design and acquisition consulting and other financial related services.
Mr. Yaple's experience includes municipal, corporate, non-profit, and
school district auditing and accounting. He has been awarded the
Certificate of Educational Achievement in Governmental Accounting
and Auditing by the American Institute of Certified Public
Accountants. He is also a member of the Government Finance Officers
} Association (GFOA) and is on the GFOA Special Review Committee
involved with reviewing Comprehensive Annual Financial Reports
nationally. Mr.. Yaple has written articles for government industry
publications. He has served as Chairman of the Governmental Services
Committee for CPA Associates International, Inc., an international
association of CPA firms. Mr. Maple has provided workshop sessions
and other information sessions for the local GFOA affiliate and for the
Texas Association of School Business Officials (TASBO) and other
governmental and industry associations and public accounting firms.
Mr. Yaple is a member of the American Institute of Certified Public
Accountants, the Texas Society of Certified Public Accountants and
the American Management Association.
7
ry
• Donald K Irby, CPA Director of Quality Control
Don received his Bachelors of Business Administration degree
• majoring in accounting at Georgia Southern University in 1975. He
• then went on to the University of Georgia where he received a Masters
of Accountancy Degree in 1976. He was licensed as a Certified Public
Accountant in Texas in 1977.
Don has over twenty years of both public and private accounting
experience. He worked in a national public accounting firm for over
five• years performing auditing, management advisory and data
processing consulting services. He has worked with an international -
company as chief financial officer for over ten years. He has extensive
experience in all areas of financial management and financial reporting.
•
His experience includes local municipal, county, school district, and
special district entities, non-profit, private and public companies from
small companies to SEC clients. Currently, in addition to managing
and performing various audit engagements, he has been involved in
providing extensive advisory services to our governmental clients in the
areas of management, organizations, operations, computer systems and
programming, financial compliance systems and reporting, federal
_l • programs compliance, and other finance-related legal compliance areas.
Don is currently in charge of the firm's quality and peer review program
in which the firm was successful in receiving a clean opinion on its
latest peer review required by the American Institute of Certified Public
l Accountants. He has also attended courses and is registered with the
American Institute of Certified Public Accountants private practices
section as a peer reviewer for other CPA firms.
Don has recently been awarded the Certificate of Educational
Achievement in Governmental Accounting and Auditing by the •
American Institute of Certified Public Accountants. He has also been in
-r •
charge of the Audit group continuing professional education in which
he has provided basic training courses for the firm's audit personnel.
Don is a member of the American Institute and the Texas Society of
Certified Public Accountants.
8
CONTINUING EDUCATION
The following is a table of continuing education courses topics that the proposed audit team has
participated and/or served as instructors in the past three years.
-__.- ,_ ._ ._--:_..__-__•�-_.- .'�O{IT�`�-•��.•,� x-ss_ s:'��k.a;�+-fix,'?_�"3,,,t., �!�-:_3' z��k._,�Y.N� _ -- �+��"- -
Governmental Quality Control X X
OMB A133 & SAS82 X X X
Governmental Accounting,Reporting, and Auditing X X X
Generally Accepted and Governmental Auditing
Standards X X X
Report Writing X X X
Ethics X X X
Arbitrage Rebate and Compliance Update X X X
Governmental Accounting Standards Board Update X X X
GASB 34 Reporting Model—Theory and Practical
Implementation Issues X X X
i
Null Lairson is a registered sponsor of continuing education for the Texas State Board of Public
Accountancy. As such,we can coordinate and/or provide quality continuing professional education for
our clients and staff Because of the diverse background of our personnel and practice areas, we can
provide a wide range of educational assistance to client personnel as well as specific training in
municipal accounting issues tailored to local governments'unique needs.
i
9
•
SPECIFIC AUDIT APPROACH
We understand the unique organizational structure and operating environment under which the
municipalities operate and have developed programs of procedures designed specifically for these
engagements. Our audit approach is described as follows:
•
Segmentation of Audit and Staffing Plans
•
Our auditing and consulting service approach includes some of the most current techniques in the field.
In addition to the heavy involvement of our partners and managers, our staff will also be familiar with
the municipal operating environment due to their ongoing involvement with our governmental clients.
Our goal in providing a quality audit experience for our municipal clients is to assure a seamless audit
approach with continuity of staff and approach from the earliest planning stages through fieldwork to
report issuance and closure. This approach is achieved through a thorough understanding of the
municipal environment and heavy involvement in all phases by management personnel. A brief
overview of the different phases or segments of our audit process is as follows:
The Planning Phase
Prior to any fieldwork being performed, strategic planning sessions are held both internally and
with the City's staff.to identify key audit and operational issues, establish communications with
critical firm, city staff, and relevant third parties, as well as determine timing and individual
responsibility schedules.-
Fieldwork
Our audit programs for the City of Friendswood would include procedures related to review and
evaluation of internal administrative and accounting control, determination of compliance with
finance related legal issues, statistical sampling and analytical procedures designed to determine
reasonableness of costs that can lead toward evaluating efficiency and effectiveness in
- administrative operations.
• Throughout the fieldwork process, our partners and staff remain in constant contact and
communications with city management personnel. When questions or concerns arise in the course .
of our work, we take great measures to assure ourselves that critical information is passed on to
the proper level of management through weekly meetings and discussions.
Report Issuance and Closure •
Report Issuance and closure of an audit are often the most critical portions because it is in this
phase that most external communications are made. Although we would be assisting city
_ - " management in preparing the comprehensive annual financial report, this report is ultimately the
responsibility of city management. As such,we involve the city's financial management team in the
process of building the report to eliminate any surprises in financial statement presentation.
•
. 10
SPECIFIC AUDIT APPROACH (continued)
The results of our audit will be reviewed with the appropriate level of management,to include City
council or the audit committee, prior to the issuance of a report on internal controls and
compliance matters or management letter. This review of findings and proposed recommendations
with management often leads to a plan of action for the city management to make any needed
improvements in a manner that is not only theoretically but practically sound. We find this
method of closure on the audit process brings the City the most value for its professional service
fee dollars.
Level of Staff
The level of staffing commitment to complete this engagement segmented by audit phase is as follows:
v c '.t ZM Audit.S mCnt #'' ""a`'G"s ^S k:_ti
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tieve
Partners 10 20 40 70
Managers 10 60 . 40 110 $
Staff 100 100
Total Hours 280
Sample Sizes and Audit Sampling
In the course of an audit, we will apply sampling techniques in our substantive testing of account
balances and transaction classes if the application of such techniques is deemed more effective and
efficient. Audit sampling can be defined as the application of an audit procedure to less than 100
percent of the items within an account balance or class of transactions for the purpose of evaluating
some characteristic of the balance or class. Additional uses of sampling can be found in our tests of
controls and compliance with laws and regulations.
The size samples and the extent of the use of samples depends on various factors including population
size and the inherent risks associated with the account, transaction class, controls, or compliance
features. In the planning and fieldwork stages of the audit, we will thoroughly discuss the population
sizes, and the risk factors associated with significant financial statement accounts with appropriate
financial management personnel. These discussions will include a methodology for selecting a sample
as well as an approach for gathering the sample that will be the least intrusive to ongoing financial
operations of the city.
11
SPECIFIC AUDIT APPROACH (continued)
Extent of use of EDP Software in the engagement
As noted earlier, our auditing and consulting service approach includes some of the most current
techniques in the field. We utilize fully integratable software for trial balances, audit workpapers, and
reporting functions. We will request city staff electronically download certain from the city's financial
management information system for evaluation during the planning and fieldwork phases of the audit.
Our approach to this area is designed to be non-invasive and to reduce the amount of time both our
staff and city employees will have to spend in other areas.
Computer based techniques are used by our staff only when considered more efficient than traditional
methods. We believe this approach is consistent with providing the quality services for which strive.
Tests of Compliance with Laws and Regulations.
This is a type of audit test that is used when the city receives funds from government agencies for
services provided to eligible recipients. The purpose of tests of compliance with laws and regulations is
to determine whether there have been instances of noncompliance that may have a material effect on -
the financial statements or to provide a basis of reporting on the city's compliance with such laws and
regulations. As a result, tests of compliance with laws and regulations are substantive tests usually
accomplished by examining supporting documentation. In a Single Audit, this type of audit test is
frequently applied using audit sampling. We would select a sample of revenue or expenditure
transactions and inspects supporting documentation to determine compliance with relevant laws and
regulations; e.g., we would select a sample of expenditures charged to a federal award program and
inspects documentation to determine whether expenditures were for activities allowed. We find the
most efficient approach is usually to conduct these tests simultaneously with substantive tests of
transactions; e.g., concurrently with selecting samples of cash receipts or disbursements to test
recording accuracy.
Because the city has not expended the requisite amount of federal or state grant funds under the federal
or state single audit act„ our tests of compliance with laws and regulations will be focused on those
areas specific to the City's routine operations.
Identification of Potential-Audit Problems
--� We do not anticipate any audit-related problems to arise in the course of this engagement. As noted
• earlier, our approach to any audit issue is immediate communications at the appropriate level of
management to include the audit committee and/or city council.
The service level we are proposing includes scheduled quarterly audit committee meetings, or, at the
committee's/council's discretion, quarterly meetings with the city's management personnel.
12
SPECIFIC AUDIT APPROACH (continued)
Type and Extent of Analytical Procedures to be Used in the Engagement
The Firm uses analytical procedures in audit planning to:
• Enhance our understanding of the city's operations and the transactions and events,that have
occurred since the last audit date.
• Identify areas that may represent specific risks relevant to the audit.
Comparisons of account balances between accounting periods are made and ratio and trend analysis
performed to improve the our understanding of the client and its operations and may identify critical
audit areas. For instance, comparing general and special revenue fund expenditures by functions and
revenue by source for the past five years provides an understanding of the city's operations and may
identify a revenue source that requires increased attention in the current audit.
Our preliminary analytical procedures for a city will include, as a minimum, a comparison of current
account balances in the working trial balance to similar amounts in the prior annual period's financial
statements and the current period's budget. However, we feel a thoughtful consideration of expected
relationships among account balances and periods by our experienced auditors is far more important than a mechanical comparison. We will not only consider these relationships but will add to that our
knowledge and experience about the similar governmental entities and their operations.
In some cases, analytical procedures can be more effective or efficient than tests of details for achieving
particular substantive testing objectives. Normally, analytical procedures call attention to unexpected
J relationships in financial statement balances. This can be an efficient means of identifying potential
misstatements or misclassifications. The appropriate mixture of analytical procedures and tests of
details is a matter of the auditor's professional judgment concerning the expected efficiency and
effectiveness of analytical procedures in identifying potential misstatements.
Results of Analytical Procedures. The auditor may be able to use analytical procedures to identify
individually significant items or to otherwise identify populations that need to be sampled. In the payroll
area, an effective analytical test is to compare current expenditures to the prior period actual and •
current budget by department and relate to the number of employees by department. In this manner,
the auditor may eliminate the need to sample or reduce the population of payroll expenditures
considered necessary to sample by confining sampling to departments with significant fluctuations.
As a matter of professional standards,Null-Lairson,P.C. staff apply analytical procedures as an overall
review of the financial information in the final stage of the audit. These procedures are be designed to
assist our staff in assessing the propriety of conclusions reached and in the evaluation of the overall
— financial statement presentation. While the selected procedures will vary on the circumstances,they will
always focus on overall relationships within the financial statements and consider the following matters:
• The adequacy of evidence gathered in response to unusual or unexpected balances identified by
- analytical procedures applied in the planning stage of the audit.
• Unusual or unexpected balances or relationships not previously identified
13
SPECIFIC AUDIT APPROACH (continued)
Determining Laws and Regulations That will be Subject to Audit Test Work
We will design our audit to provide reasonable assurance that the City's financial statements are free of
material misstatements resulting from violations of laws and regulations that have a direct and material
effect on the determination of financial statement amounts. From the planning phase of the audit, we
• will seek to obtain an understanding of the possible effects of such laws and regulations on the City's
financial statements. •
In the course of the audit,we will consider performing some of the following procedures:
• Consider knowledge about such laws and regulations obtained in prior years'
audits.
• Discuss such laws and regulations with the chief financial officer,legal counsel,or
grant administrators.
• Obtain written representation from management concerning the completeness of
management's identification of such laws and regulations.
• Review grant and loan agreements.
• Review minutes of meetings of the legislative body for the enactment of such laws
and regulations.
• Read pertinent statutes,regulations, and charter provisions and excerpt significant
items for the permanent file section of the workpapers •
• If any legal requirements require clarification,we will request a written
interpretation from the city's legal counsel. -
i
Examples of the types of laws and regulations that have a direct and material effect on the
determination of amounts in a city's financial statements follow:
Public Funds Investment Act. We will consider the governmental unit's compliance with legal and
• policy provisions for deposits and investments. -
Procurement. Competitive bidding laws apply to the procurement process.
- Appropriations.Expenditures should not exceed authorized limits.
Legal authority for transactions. Transactions should be properly authorized at execution.
Establishment of funds. The funds of a local governmental unit may be established by state
constitutional provisions or statutes,or by local charters, ordinances, and governing body orders.
Budgetary reporting. The general purpose financial statements should present an aggregation of the
appropriated budgets,as amended,compared to actual results of operations in accordance with Charter
provisions and City ordinance.
Restrictions on expenditures. The proceeds of certain governmental revenues are restricted by law as
to the purposes for which they may be expended.
Taxing and debt limitations. Governmental units may be subject to laws and regulations that place
limits on taxing authority,place ceiling limitations and other issuance criteria on debt, or place limits on'
the use of debt proceeds.
14
SPECIFIC AUDIT APPROACH (continued)
Scope of Financial Audit Engagement
We feel that the independent auditing firm should be totally responsive to the client's governing body.
At the Council's discretion,we would work closely with the Finance Director in addressing the scope
of the audit,the overall audit philosophy, and our observations and recommendations relating to the
City's financial operations.
We understand the scope of the work requested by the City may include an audit of its general purpose
financial statements in accordance with generally accepted auditing standards. Our audit will be
conducted in accordance with the above mentioned standards and will include tests of the accounting
records of the City of Friendswood and other procedures we consider necessary to enable us to express
} an unqualified opinion that the general purpose financial statements are fairly presented in all material
respects,in conformity with generally accepted accounting principles.
The scope of our work would include:
A.Evaluation of Internal Control Structure
__ The management of the City of Friendswood is responsible for establishing and maintaining an
internal control structure. The objectives of an internal control structure are to provide
management with reasonable, but not absolute, assurance that assets are safeguarded against loss
from unauthorized use or disposition and that transactions are executed in accordance with
management's authorizations and recorded properly to permit the preparation of general purpose
financial statements in accordance with generally accepted accounting principles.
In planning and performing our audit we will consider the internal control structure in order to
determine our auditing procedures for the purpose of expressing our opinion on the City of
Friendswood's general purpose financial statements and not to provide assurance on the internal
control structure.
We will obtain an understanding of the design of the relevant policies and procedures for the
significant areas of the audit and whether they have been placed in operation, and we will assess
control risk. Test of controls may be performed to test the effectiveness of certain policies and
procedures which we consider relevant to preventing and detecting errors.and irregularities which
are material to the general purpose financial statements and to preventing and, detecting
misstatements resulting from illegal acts and other noncompliance matters which have a direct and
material effect on the general purpose financial statements. Our tests, if performed, will be less in
scope than would be necessary to render an opinion on the internal control structure policies and
procedures and,accordingly,no opinion will be expressed.
15
f '
SPECIFIC AUDIT APPROACH (continued)
We will inform the City of any matters involving internal control structure and its operations which
we consider to be reportable conditions under standards established by the American Institute of
Certified Public Accountants. Reportable conditions involve matters coming to- our attention
relating to significant deficiencies in the design or operation of the internal control structure which,
in our judgment,could adversely affect the entity's ability to record,process, summarize, and report
financial data consistent with the assertions of management in the general purpose financial
statements.
Compliance with laws, regulations,- contracts and grant agreements applicable to the City of
Friendswood,is the responsibility of management. As part of obtaining reasonable assurance about •
whether the general purpose financial statements are free of material misstatement,we will perform
tests of the City's compliance with certain provisions of laws, regulations, contracts, and grants.
However, the objective of our audit will not be to provide an opinion on overall compliance with
such provisions,and we will not express such an opinion.
B. Substantive test work on account balances
.Our procedures will include tests of documentary evidence supporting the transactions recorded in
the accounts and may include tests of the physical existence of inventories and direct confirmations -
of receivables, cash, notes and certain other assets and liabilities by correspondence with selected
individuals, creditors and financial institutions. Areas which would be covered in our tests would
include material accounts in the general ledger such as, cash, investments, receivables, taxes,
proprietary fund revenues, fixed assets, accounts payable, payroll, liabilities, fund balances, and
• various other revenue and expenditure accounts. We will also request written representations from
._� your attorneys as part of the scope of the work. At the conclusion of our audit,we will also request
certain written representations from the City about the financial statements and related matters.
•
Our audit includes examining, on a test basis, evidence supporting the amounts and disclosures in
the financial statements; therefore, our audit will involve judgment about the number of
transactions to be examined and the areas to be tested. Also, we will plan and perform the audit to
obtain reasonable assurance about whether the financial statements are free of material
misstatements. However,because of the concept of reasonable assurance and because we will not
perform a detailed examination of all transactions, there is a risk that material errors, irregularities,
or illegal acts,including fraud or defalcations, may exist and not be detected by us. We will inform
you, however of any matters of that nature which come to our attention, unless they are clearly
inconsequential. Additional work requested or.performed related to errors, irregularities or illegal
acts would be above the scope of the audit and would be subject to further discussions with
management. Our responsibility as auditors is limited to the period covered by our audit and does
not extend to matters that might arise during any later periods for which we are not engaged as
auditors.
16'
SPECIFIC AUDIT APPROACH (continued)
As part of the audit process we understand that you will provide us with the basic information,
such as working trial balances, after final closing entries have been made, along with closing files
and journal entries, schedules,adjustments and general ledger printouts which would be required to
perform the audit. We also understand that you are responsible for the accuracy and completeness
of that information. If the information is not complete or accurate we will make arrangements for
you to correct the information or make arrangements for us to provide additional accounting
services to assist you at an agreed-upon rate. This would occur if the City needed assistance in
closing the books, preparing standard journal entries or preparing reconciliation or schedules,
which should be prepared before the audit is started.
} We are anticipating that City employees will prepare all confirmations, locate supporting
documentation such as invoices,deposits and other supporting documentation for items selected by
us for testing. Account analysis schedules such as bank reconciliations,investments schedules,fixed
asset and depreciation schedules, listing of accounts payable at year end, etc. will be prepared by
the City.
C.Preparation of Comprehensive Annual Financial Report
_1 We will prepare the CAFR from information provided and we will advise you about appropriate
accounting principles and their application. You will provide information for us to prepare the
required supplemental schedules. The accompanying transmittal letter and footnotes will be
prepared by City personnel and integrated into our reporting package. Although we will assist you
in preparing the financial statements,the responsibility for the financial statements remains with the
City. The responsibility includes the maintenance of adequate records and related internal control
structure policies and procedures, the selection and application of accounting principles, and the
safeguarding of assets.
D.Quarterly Audit Committee Meetings.
As part of our annual commitment to the City, senior level firm personnel will be available to meet
with the City audit committee and or management team (at the City's discretion) on a quarterly
basis to discuss financial reporting and audit matters. It is our policy to make our partners and
managers available throughout the year to both the City Council and the management team.
We would contemplate receiving specific direction as to City and firm staff involvement in planning
1 .sessions with the City's management prior to beginning our work.
No extended services will be performed unless they are specifically authorized by an amendment to the
contractual agreement between the City and our firm.
As discussed in earlier sections,Null-Lairson, P.C. has a great deal of experience in performing these
types of professional services for municipals and other local governments and we look forward to
discussing in greater detail the anticipated scope of the engagement with the audit selection committee
and/or any appropriate member of the City's administrative staff
17
GASB STATEMENT NO. 34 OVERVIEW
The Governmental Accounting Standards Board (GASB) has adopted Statement of Financial
Accounting Standards No. 34, the most drastic and far reaching change to the basic financial
statements of state and local governments in decades. These changes which will take effect for the City
of Friendswood during the fiscal year beginning October 1, 2002, or sooner, should the City desire to
early implement. This Statement establishes new financial reporting requirements for state and local
governments throughout the United States. When implemented,it will create new information and will
restructure much of the information that governments have presented in the past. GASB developed
these new requirements to make annual reports more comprehensive and easier to understand and use.
Our firm has taken a proactive approach with clients to get ready for this significant change in external
financial reporting. Our partners are currently holding routine continuing education sessions for all
- government industry sectors covering GASB 34. These education sessions are being held locally and
on a statewide basis. Some of the more significant aspects of the new reporting standard are discussed
below. We would be available to the Department during the transition period for the new reporting
requirements in whatever manner considered appropriate for your organization.
Significant aspects of-the new reporting standard:
_ Management's discussion and analysis {MD&A). MD&A should introduce the basic financial
statements and provide:an analytical overview of the government's financial activities. Although it is
RSI,governments are required to present MD&A before the basic financial statements.
Basic financial statements.The basic financial statements should include:
Government-wide financial statements, consisting of a statement of net assets and a statement
of activities. Prepared using the economic resources measurement focus and the accrual basis of
accounting,these statements should report all of the assets,liabilities,revenues,expenses,and gains
and losses of the city. Fiduciary activities, whose resources are not available to finance the city's
programs, should be excluded from the government-wide statements.
Fund financial statements consist of a series of statements that focus on information about the
city's major governmental and enterprise funds (if any), including its blended component units.
Fund financial statements also should report information about a city's fiduciary funds and
component units that are fiduciary in nature. Governmental fund financial_statements should
continue to be prepared using the current financial resources measurement focus and the modified
accrual basis of accounting. Proprietary fund financial statements (including financial data for
internal service funds) and fiduciary fund financial statements (including financial data for fiduciary
_ funds and similar component units) should be prepared using the economic resources measurement
focus and the accrual basis of accounting.
- 1 Required supplementary information (RSI). In addition to MD&A, this Statement requires
budgetary comparison schedules to be presented as RSI along with other types of data a as required
by previous GASB pronouncements.
•
18
I
APPENDIXES
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19
-,
APPENDIX A
ASSOCIATES
• INTERNATIONAL
June 9, 1999
To the Shareholders
Null- Lairson, P.C.
We have reviewed the system of quality control for the accounting and auditing practice of Null
} - Lairson, P.C. (the firm) in effect for the year ended December 31, 1998. A system of quality control
encompasses the firm's organizational structure and the policies adopted and procedures established
to provide it with reasonable assurance of complying with professional standards. The elements of
quality control are described in thee Statements on Quality Control Standards issued by the American
Institute of Certified Public Accountants (the "AICPA"). The design of the system, and compliance
with it, are the responsibilities of the firm. In addition, the firm has agreed to comply with the
membership requirements of the SEC Practice Section of the AICPA Division for CPA Firms (the
Section). Our responsibility is to express an opinion on the design of the system, and the firm's
compliance with that system and the Section's membership requirements based on our review.
Our review was conducted In accordance with standards established by the Peer Review
Committee of the Section. In performing our review, we obtained an understanding of the system of
} quality control for the firm's accounting and auditing practice. In addition, we tested compliance with
the firm's quality control policies and procedures and with the membership requirements of the Section
to the extent we considered appropriate. These tests covered the application of the firm's policies and
procedures on selected engagements. Because our review was based on selective tests, it would not
necessarily disclose all weaknesses in the system of quality control or all instances of lack of
compliance with it or with the membership requirements of the Section. As is customary in a peer
review, we are issuing a letter under this date that sets forth comments relating to certain policies and
procedures or compliance with them. These matters were not considered to be of sufficient
significance to affect the opinion expressed in this report.
Because there are inherent limitations in the effectiveness of any system of quality control,
departures from the system may occur and not be detected. Also, projection of any evaluation of a
system of quality control to future periods is subject to-the risk that the system of quality control may
become inadequate because of changes in conditions, or that the degree of compliance with the
policies or procedures may deteriorate.
In our opinion, the system of quality control for the accounting and auditing practice of Null -
Lairson, P.C. in effect for the year ended December 31, 1998, has been designed to meet the
requirements of the quality control standards for an accounting and auditing practice established by
the AICPA, and was complied with during the year then 'ended to provide the firm with reasonable
assurance of complying with professional standards. Also, in our opinion, the firm has complied with
the membership requirements of the Section in all material respects.
Lisa L. O'Dell, CPA
Team Captain
CPA Associates International, Inc.
Meadows Office Complex, 301 Route 17 North,Rutherford, N.J. 07070
Tel: 201-804-8686 Fax: 201-804-9222
E-mail:homeoffice®cpaai.com
20
_ APPENDIX B
- PROPOSERS GUARANTIES
1. The Proposer certifies it can and will provide and make available, at a minimum, all services set forth
in Section II,Nature of Services Required.
Signature of Official:
Name(typed): Christopher L. Breaux
Title: Principal-Audit Services
Finn:
Null Lair' son,P.C.
Date: September 27, 2000
—i)
21
APPENDIX C
PROPOSER WARRANTIES
A. Proposer warrants that it is willing and able to comply with State of Texas laws with respect to
foreign(non-state of Texas)corporations.
B. Proposer warrants that it is willing and able to obtain an errors and omissions insurance policy
providing a prudent amount of coverage for the willful or negligent acts or omissions of any
officers, employees or agents thereof.
C. Proposer warrants that it will not delegate or subcontract its responsibilities under an
agreement without the express prior written permission of the City.
D. Proposer warrants that it is willing and able to meet required dates and report deadlines.
E. Proposer warrants that all information provided by it in connection with this proposal is true
and accurate.
Signature of Official:
Name(typed): Christopher L. Breaux
Title: Principal-Audit Services
Firm: Null Lairson, P.C.
} Date: September 27, 2000
{
22
1
APPENDIX D
SAMPLE REPORTS
Sample Management Letter — Following is a sample report on internal controls or "management
letter" which is typical of our approach in. providing solution driven comments for improving
operations. Please note that such a report is the result of in-depth meetings and dialogue with the
parties affected and management to determine that the findings or comments are•factual and relevant.
Because users outside of the,City's management and finance department often read these reports, for
each internal control comment provided we strive to provide the following:
✓ A clear definition of the condition along with necessary background information
✓ Criteria(authority or"best practices")by which the condition is being measured
✓ The effect of the condition on the internal control structure
✓ Realistic recommendations for improvements
G _
- Sample Comprehensive Annual Financial Report (CAFR) — Because of the bulk of a typical
CAFR, a sample CAFR has not been included in this document. The City is in possession of their 1999
CAFR prepared by our staff. Additional samples can be made available upon request.
•
•
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23
IlL
Null ALairson
CEITRRED PUBLIC ACCOUNTANTS
r PROFESSIONAL CORPORATION
Independent Auditors'Report on Compliance and on Internal Control Over
Financial Reporting Based on an Audit of General Purpose Financial Statements
To the Honorable Mayor
and members of City Council
City of Our Town, Texas
In planning and performing our audit of the general purpose financial statements of City of Our Town,
Texas(the"City")as of and for the year ended September 30,20XX,we considered the City's internal
control over financial reporting to determine in our auditing procedures for the purpose of expressing
our opinion on the financial statements and not to provide assuran - n the internal control over
financial reporting. However,,we noted certain matters involvin_ a in -rnal control over financial
reporting and its operation that we consider to be reportable 3 riditio: . R• s ortable conditions involve
matters coming to our attention relating to significant d- s encies ' 'esign or operation of the
internal control over financial reporting that, in o • .• .- could a er •ly effect the City's ability
to record, process, summarize, and report u - I ci its. R- Irtabl conditions relating to
number of funds, fixed asset records maint- . s . • n I ,tion i f. • balances are described
in the accompanying Schedule of Fin... . and • - dati• ..
A material weakness is . con. •n in \-, I I e 'esi: or o ation of one or more of the internal
control components ' not r./ - to ve to vel the risk that misstatements in amounts
that would be mat: al • rela I . o th- fi `„ ci. : . anent being audited may occur and not be
detected within a t - perio I • • s .1 ee in the normal course of performing their assigned
functions. Our co • ...on •f ' s . control that might be reportable conditions and,
accordingly, would not ne« I l y di- ose all reportable conditions that are also considered to be a
material weaknesses. owe - do not believe any of he reportable conditions described above is a
material weakness.
This report is intended solely for the information and use of the audit committee, management, others
within the organization and City Council and is not intended to be and should not be used by anyone
- other than these specified parties.
Houston, Texas
January 12,20XY
. 1 1 Grccnwav Plaza. Suite 1515•Houston,TX 77046•(713)621-1515._Fax: (713)621-1570
One Sugar Creek Blvd..Suite 920•Sugar Land.TX 77478•(281)242-8600•Fax: (281)242-7333
\1•,!L s— \!EFf \`,'•,.�^7T1'iF )F CERTIFIED PT RUC Ai_ ;ITT:L\l'STE?:AS SOCIETY OF CERTIFIED PUBLIC ACCOU'.T.1\iP.
a�. i ; (T AAL.C:i'\\Tli1.\SS++6\ITDiIFFIC'ES Is.PRIM'IPALI.S.AND IVIERNAITONAL 'DIES
1 .
CITY OF OUR TOWN,TEXAS
Schedule of Findings and Recommendations
For the year ended September 30,20XX
� - x�-'",F �."�a" �r'Y.a u� i �{a�rai�pt�,yy�eryy.,+.,,� i^,,��-'gL��"��yY� "Sq�'`���s��j.�. � "�t S z �i." c�:.
---1 .C71 RBI W "'.. 1 !' !....'FM i� w➢` ''`�`u`' .arsL� '''f r 3
Comment 99-1 Historically,the City has maintained multiple separate water and
Number of Funds wastewater funds that are combined into a single enterprise fund
-, for reporting purposes. These funds which track different
components of both water and wastewater activities is apparently a
remnant of less sophisticated technology and account code
structures which is complex and inefficient.
Criteria The Governmental Accounting Standards Board's (GASB)
Summary Statement of Principles of Accounting and Reporting,
states that governmental units should establish and maintain those
funds required by law and sound financial administration. Only the
minimum number of funds consistent with legal and operating
requirements should be establish,. • ever,because unnecessary
funds result in inflexibility,and •mp exity,and inefficient
financial administration
Effect The effect of main • • „ •s ad••► d is a lack of efficiency
in transactio - _ ,g d finan• reps ; g.
Recommendation We reco d : - • ce •- •
. •lidat( e v. - •s wa + an• - ater funds.
Ac•; •t fo. ► - w• - and y .ter activities using the available
acco •oe e curr.. yin place.
Comment 99- Month' evi`en. o' •mplete monthly reconciliations of various
Reconciliation Proc b : - eet and operating statement accounts was noted during
th • of the City's 20XX financial statements.
_ Criteria Internal controls should be in place to assure
liquid and short-term assets of the City are safeguarded from loss
or improper use, and
balances reported in the City's financial statements reflect actual
amounts. .
Effect The effect of not reconciling these various balance sheet and
operating statement accounts is the likelihood losses or errors
could occur and not be detected by employees in the normal
course of their duties.
Recommendations We recommend City personnel implement the following actions
relative to the following balance sheet and operating accounts:
25
CITY OF OUR TOWN,TEXAS
Schedule of Findings and Recommendations
For the year ended September 30, 20XX
Findin Re1atta tat Controlsnanc ry _
Comment 99-2 Monthly Pooled Cash — Monthly procedures should, include not only a
Reconciliation Processes reconciliation of pooled cash from bank balances to general ledger
(cont') account balances but should also include a reconciliation of pooled
Recommendations cash equity accounts from the pooled cash clearing fund to
amounts recorded in the individual operating funds of the City.
Accounts Receivable (Water and Sewer) — Water and sewer
general ledger control accounts should be reconciled to the aged
receivable subsidiary ledger on a monthly basis.
Municipal Court Revenues and Bonds — General ledger control
accounts related to court revenues and bonds should be reconciled
to reports generated from the court operations reporting system on
a monthly basis.
Payroll Costs and Liabilities — • . - ly payroll tax reports and
monthly retirement and insur. . health) filings should be
reconciled on a quarterly/mon •asis.
_f Permit Revenues—Mo' i y pe , rep,rts given to council should
be reconciled wi . •emits i • . d general ledger control
accounts on . b. .
Key attrib o' - • 'ations -scrip :. above include:
D•, en . 'n- • •lint;• • ciliation reports showing
at . s fr( econciled document (bank
stat ts, ei 'le li s _ , court reports, etc) and the
corn- ; d g .- - ledger account balances.
pro .al e• . mental management should review and approve
e 4 ' ations on a monthly basis.
Action — Appropriate steps should be taken to correct any
differences between the reconciled documents and the general
ledger control accounts (typically this would include posting
journal entries or correcting reconciled documents).
26
•
CITY OF OUR TOWN,TEXAS
Schedule of Findings and Recommendations
For the year ended September 30, 20XX
� i �,, -,.; ,ra -c .mot
Geller ana ement Cowin of iSI a
F-.�' ��n-., J _. N y i_�'rti._;:.:-d.t��.a3.-��'W.�",*,.�.5,�c -4�-;;.:_... .,
Comment 99-3 The City's finance department has not established a formal system
Monthly Closing Procedures of monthly closing procedures and timelines. Such a system would
and Timelines provide staff and management with clear indicators for evaluating
personnel and system workloads and capabilities.
Recommendation We recommend the city finance department establish a formal
system of monthly closing procedures to include:
• A description of procedures to be performed on a monthly
basis
• Personnel unit(by position)responsible for completing the
procedures.
• Standards for (example of) d cumentation of procedures
expected.
• Timelines for the comp n o each activity.
• Management positio re onsibility for review and
approval o o entatio
l
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