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HomeMy WebLinkAbout1999-162 . I 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO, Iqqq IF;:> 1 2 3 RESOLUTION OF THE MAYOR AND COMMOM COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH ROGERS, ANDERSON, MALODY & SCOTT FOR FINANCIAL AUDIT SERVICES FOR THE FISCAL YEAR ENDED JUNE 30, 1999, L 4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION I. The Mayor of the City of San Bernardino is hereby authorized to execute on behalf of said City, an agreement with Rogers, Anderson, Malody and Scott for financial audit services for fiscal year ended June 30, 1999, a copy of which is attached hereto marked Exhibit "A" and incorporated herein, 1111 / II / 1111 1111 11// / II / 1111 / II / / II / 1111 / II / 1111 1111 1111 1111 19 1999, 20 21 22 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 23 1999-162 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN 1 AGREEMENT WITH ROGERS, ANDERSON, MALODY & SCOTT FOR FINANCIAL AUDIT SERVICES FOR THE FISCAL YEAR ENDED JUNE 30, 2 1999, .' I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at an joint regular meeting thereof, held on the6thctayof July , 1999, by the following vote to wit: COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT ESTRADA X X LIEN X MCGINNIS X SCHNETZ DEVLIN X ANDERSON X MILLER X (Joe" . 17 /;;, C0v.Jc. ~ Approved as to form and legal content: ~ -<...----. The foregoing resolution is hereby approved this ayof Ju1v Iu ith Valles, Mayor ty of San Bernardino JAMES F, PENMAN 24 City Attorney 25 26 27 28 1.01l.h., 2 1999-162 fillIIT DONALD L. ROGERS, C,P,A DENNIS H. MALODY II, C,P,A JAY H, ZERCHER. C,P,A ROBERT S. MEMORY, CPA PHilLIP H. WALLER, CPA BRENDA L. DOLE, C,P,A TERRY P SHEA, C,P,A ROGERS, ANDERSON, MALODY & SCOTT, LLP CERTIFIED PUBLIC ACCOUNTANTS June 3, 1999 NANCY Q'RAFFERTY, CPA CYNTHIA L. SAKS, C_P,A BRIAN W. TOMPKINS, CP,A LEENA SHANBHAG, CPA KATHLEEN L. DEVALK, CPA LAURIE K. MARSCHER, C,P,A KIRK A. FRANKS. C,P,A THOMAS T. PRill. C,PA MARK E. CARR, C,P,A To the Honorable City Council of the City of San Bernardino 300 North D Street San Bernardino, California 92418 We are pleased to confirm our understanding of the services we are to provide the City of San Bernardino (City) for the year ended June 30, 1999. We will audit the general purpose financial statements of the City as of and for the year ended June 30, 1999. Also, the document we submit to you will include the following additional information that will be subjected to the auditing procedures applied in our audit of the general purpose financial statements: 1, Combining financial statements by fund, 2. Schedule of expenditures of federal awards, Audit Objectives The objective of our audit is the expression of an opinion as to whether your general purpose financial statements are fairly presented, in all material respects, in conformity with generally accepted accounting principles and to report on the fairness of the additional information referred to in the first paragraph when considered in relation to the general purpose financial statements taken as a whole. The objective also includes reporting on - . Internal control related to the financial statements and compliance with laws, regulations, and the provisions of contracts or grant agreements, noncompliance with which could have a material effect on the financial statements in accordance with Government Auditing Standards. . Internal control related to major programs and an opinion (or disclaimer of opinion) on compliance with laws, regulations and the provisions or grant agreements that could have a direct and material effect on each major program in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, MEMBERS AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS PRIVATE COMPANIES PRACTICE SECTION OF THE DIVISION FOR CPA FIRMS VANIR TOWER' 290 NORTH "0" STREET' SUITE 300 SAN BERNARDINO, CA 92401 (909) 889-0871 . (909) 824-6736 . FAX (909) 889-5361 CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 1999-162 Honorable City Council City of San Bernardino June 3, 1999 Page 2 The reports on internal control and cornpliance will each include a statement that the report is intended for the information and use of the audit committee, management, specific legislative or regulatory bodies, federal awarding agencies, and if applicable, pass-through entities. Our audit will be conducted in accordance with generally accepted auditing standards; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of OMB Circular A-133, and will include tests of accounting records, a determination of major programs in accordance with Circular A-133, and other procedures we consider necessary to enable us to express such an opinion and to render the required reports, If our opinion on the general purpose financial statements or the Single Audit compliance opinion is other than unqualified, we will fully discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed an opinion, we may decline to express an opinion or to issue a report as a result of this engagement. Management Responsibilities Management is responsible for establishing and maintaining internal control and for compliance with the provisions of contracts, agreements, and grants. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of the controls, The objectives of internal control are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, 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, and that federal award programs are managed in compliance with applicable laws and regulations and the provisions of contracts and grant agreements, Management is responsible for making all financial records and related information available to us. We understand that you will provide us with such information required for our audit and that you are responsible for the accuracy and completeness of that information. We will advise you about appropriate accounting principles and their application and will assist in the preparation of your financial statements, including the schedule of expenditures of federal awards, but the responsibility for the financial statements remains with you, That responsibility includes the establishment and maintenance of adequate records and effective internal control over financial reporting and compliance, the selection and application of accounting principles, and the safeguarding of assets, Additionally, as required by OMS Circular A-133, it is management's responsibility to follow up and take corrective action on reported audit findings and to prepare a summary schedule of prior audit findings and a corrective action plan, The summary schedule of prior audit findings should be available for our review on July 31, 1999. 1999-162 Honorable City Council City of San Bernardino June 3, 1999 Page 3 Audit Procedures - General An 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, We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether caused by error or fraud, As required by the Single Audit Act Amendments of 1996 and OMB Circular A-133, our audit will include test of transactions related to major federal award programs for compliance with applicable laws and regulations and the provisions of contracts and grant agreements. 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, fraud, other illegal acts, or noncompliance may exist and not be detected by us, In addition, an audit is not designed to detect errors, fraud, or other illegal acts that are immaterial to the general purpose financial statements or to major programs, However, we will inform you of any material errors and any fraud that comes to our attention. We will also inform you of any other illegal acts that come to our attention, unless clearly inconsequential. We will include such matters in the reports required for a Single Audit. 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. 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 confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will also require certain written representations from you about the financial statements and related matters. An audit of the general purpose financial statements performed in accordance with generally accepted auditing standards is not designed to determine whether the computer system of the City are year 2000 compliant, or to provide any assurance on whether the City has addressed all of the affected systems on a timely basis. Further, we have no responsibility with regard to the systems of vendors, service providers, or any other third parties, These are responsibilities of the City's management. However, we may choose to communicate matters that come to our attention relating to the Year 2000 issue, 1.999-162 Honorable City Council City of San Bernardino June 3, 1999 Page 4 Audit Procedures-Internal Controls In planning and performing our audit, we will consider the internal control sufficient to plan the audit in order to determine the nature, timing, and extent of our auditing procedures for the purpose of expressing our opinions on the City's general purpose financial statements and on its compliance with requirements applicable to major programs. We will obtain an understanding of the design of the relevant controls and whether they have been placed in operation, and we will assess control risk, Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the general purpose financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the general purpose financial statements. Tests of controls relative to the general purpose financial statements are required only if control risk is assessed below the maximum level. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. As required by OMB Circular A-133, we will perform tests of controls to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements, applicable to each major federal award program, However, our tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to OMB Circular A-133, An audit is not designed to provide assurance on internal control or to identify reportable conditions, However, we will inform the governing body or audit committee of any matters involving internal control and its operation that 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 that , 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, We will also inform you of any non reportable conditions or other matters involving internal control, if any, as required by OMB Circular A-133. Audit Procedures - Compliance Our audit will be conducted in accordance with the standards referred to in the section titled Audit Objectives, 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 applicable laws and regulations and the provisions of contracts and agreements, including grant agreements, However, the objective of those procedures will not be to provide, an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards, '. 1999-162 Honorable City Council City of San Sernardino June 3, 1999 Page 5 OMS Circular A-133 requires that we also plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with applicable laws and regulations and the provisions of contracts and grant agreements applicable to major programs. Our procedures will consist of the applicable procedures described in the OMS Circular A-133, Compliance Supplement. The purpose of those procedures will be to express an opinion on the City's compliance with requirements applicable to major programs in our report on compliance issued pursuant to OMS Circular A-133. Audit Administration, Fees, and Other We understand that your employees will prepare all cash, accounts receivable, or other confirmations we request and will locate any invoices selected by us for testing. At the conclusion of the engagement, it is management's responsibility to submit the reporting package (including financial statements, schedule of expenditures of federal awards, summary schedule of prior audit findings, auditors' reports and a corrective action plan) along with the Data Collection Form to the designated federal clearinghouse and, if appropriate, to pass- through entities. The Data Collection Form and the reporting package must be submitted within the earlier of 30 days after receipt of the auditors' reports or nine months after the end of the audit period, unless a longer period is agreed to in advance by the cognizant or oversight agency for audits. At the conclusion of the engagement, we will provide information to management as to where the reporting packages should be submitted and the number to submit. The workpapers for this engagement are the property of Rogers, Anderson, Malody and Scott and constitute confidential information. However, we may be requested to make certain workpapers available to your Cognizant Agency pursuant to authority given to it by law or regulation. If requested, access to such workpapers will be provided under the supervision of Rogers, Anderson, Malody and Scott personnel. Furthermore, upon request, we may provide photocopies of selected workpapers to the Cognizant Agency. They may intend, or decide, to distribute the photocopies or information contained therein to others, including other governmental agencies. The workpapers for this engagement will be retained for a minimum of three years after the date the auditors' report is issued or for any additional period requested by the your cognizant agency. If we are aware that a federal awarding agency, pass-through entity, or auditee is contesting an audit finding, we will contact the party contesting the audit finding for guidance prior to destroying the workpapers. '.... 1999-162 Honorable City Council City of San Sernardino June 3, 1999 Page 6 Our fees are based on the time required by the individuals assigned to the engagement, plus direct expenses. Individual hourly rates vary according to the degree of responsibility involved and skill required. Interim billings will be submitted as work progresses and as expenses are incurred. Our estimated fee for the services described in this letter will be $38,225 for the fiscal year ending June 30, 1999. The components of our work for the year ended June 30, 1999 are as follows: Audit of the City of San Sernardino's General Purpose Financial Statements Preparation of the City of San Sernardino's Primary Government Financial Statements Compliance with the requirements of the Single Audit Act Amendments of 1996 and OMS Circular A-133 Audit procedures required by Proposition 111 relative to the City's Appropriations Limit The above fee is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. Government Auditing Standards-1994 Revision requires that we provide you with a copy of our most recent quality control review report. Our November 30, 1996 peer review report accompanies this letter. We appreciate the opportunity to be of service to the City of San Sernardino and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. ROGERS, ANDERSON, MALODY AND SCOTT, LLP RESPONSE: This letter correctly sets forth the understanding of the City of San Sernar . J":d//7L v:r lies Sy: Date: ft1tl t-Iod 1/ A 07 /cJ' '<J1 , , Title: