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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 />