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V. ASSISTANCE TO BE PROVIDED TO THE AUDITOR AND REPORT <br />PREPARATION <br />A. FINANCE DEPARTMENT ASSISTANCE <br />The auditors will coordinate their efforts with the Director of Finance to <br />determine possibilities for fee reduction through utilizing available financial <br />and clerical staff and will endeavor to accomplish the audit on a phased <br />basis throughout the year to reduce the year-end workload on the <br />government's financial activities. The finance department staff and <br />responsible management personnel will be available during the audit to <br />assist the firm by providing information, documentation and explanations. <br />The preparation of confirmations will be the responsibility of the City. <br />B. STATEMENTS AND SCHEDULES TO BE PREPARED BY CITY STAFF <br />The accounting staff will prepare the necessary "Prepared by Client <br />(PBC's)" working papers normally required for the annual audit. A list of <br />working papers to be prepared by the City must be submitted, in writing, to <br />the City on or before July 15, of each year together with adequate <br />explanatory detail as to the purpose of the working papers as well as <br />method of preparing the working papers. <br />Most working papers and all lead schedules are prepared on Microsoft <br />Office Excel 2007 by the Finance Department. <br />C. WORK AREA, TELEPHONES, PHOTOCOPYING, AND INTERNET <br />ACCESS <br />The City will provide the auditor with reasonable work space, desks and <br />chairs. The auditor will also be provided with access to one telephone <br />line, photocopying and internet access. <br />D. REPORT PREPARATION <br />The City has traditionally prepared the CAFR and reserves the right to <br />prepare the draft and final versions of the CAFR, and to be responsible for <br />the printing. <br />Audit reports are to be addressed to the Honorable Mayor, City Council <br />and City Manager, City of La Porte, Texas. <br />21 <br />