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HomeMy WebLinkAbout07-22-13 Fiscal Affairs Committee CHUCK ENGELKEN,CHAIR JAY MARTIN CouncilmemberDistrict 2 Councilmember District 5 Alternate Member 2 DARYL LEONARD Councilmember District 3 TOMMY MOSER Councilmember District 4 CITY OF LA PORTE FISCAL AFFAIRS COMMITTEE MEETING AGENDA Notice is hereby given of ameeting of the City of La Porte Fiscal Affairs Committee to be held onMonday, July 22, 2013,at 5:00p.m., in the La Porte City Hall Council Chambers, 604 West Fairmont Parkway, LaPorte, Texas, regarding the items of business according to the agenda listed below: 1. Call to Order 2. Consider approval of minutes of the May 13,2013,meeting of the Fiscal Affairs Committee –P. Fogarty 3. Receive and review ThirdQuarter (FY 2013) Investment Report –M. Dolby 4. Receive and review months ofApril(FY2013) and May(FY 2013) Purchasing Card Expenditures – M. Dolby 5. Receive and approve the Audit Engagement Lettersfor the fiscal year ending September 30, 2013 –M. Dolby 6. Set date for next meeting –M. Dolby 7. Administrative Reports –C. Alexander 8. Committeecomments regarding matters appearing on agenda –Committee members Engelken, Leonard, Moser, and Martin. 9. Adjourn In compliance with the Americans with Disabilities Act, the City of La Portewill provide for reasonable accommodations for persons attending publicmeetings. To better serve attendees, requestshould be received 24 hours prior to the meetings. Please contact Patrice Fogarty, City Secretary, at 281.470.5019. CERTIFICATION I certify that a copy of theJuly 22,2013agenda of items to be considered by the Fiscal Affairs Committeewas posted on the City Hall bulletin board on July 16, 2013. Patrice Fogarty,City Secretary I certify that the attached notice and agenda ofitems was removed by me from the City Hall bulletin board on the ____ day of ________________, 2013. __________________________________________________________________ Name and Title Page 1of 1 July 22, 2013, Fiscal Affairs Committee Agenda CHUCK ENGELKEN,CHAIR JOHN ZEMANEK CouncilmemberDistrict 2 Councilmember At-Large A Committee Member Alternate Member 1 DARYL LEONARD JAY MARTIN Councilmember District 3 Councilmember District 5 Committee Member Alternate Member 2 TOMMY MOSER Councilmember District 4 Committee Member MINUTES OF MEETING OF FISCAL AFFAIRS COMMITTEE MAY 13,2013 May13, 2013, at 5:00p.m. The Fiscal Affairs Committee met on in the La Porte City Hall Council Chambers, 604 West Fairmont Parkway, La Porte, Texas, to considerthe following items of business: 1.Call to Order ChairmanChuck Engelken called the meeting to order at 5:02p.m. Committee MemberTommy Moserwas present.Absent: Committee Member Leonard and Alternate Member 1 Zemanek.Jay Martin, AlternateMember 2,arrived at 5:12 p.m. Also present were City Secretary Patrice Fogarty, City Manager Corby Alexander, Assistant City Manager Traci Leach, Finance Director Michael Dolby, Controller Phyllis Rinehartand Treasurer Shelley Wolny. 2.Consider approvalof Minutes of the March 11,2013,meeting of the Fiscal Affairs Committee –P. Fogarty Committee member Tommy Moser moved to approve the minutes of the March 11, 2013, meeting. MOTION PASSED. Chairman Engelkenseconded. Ayes:Chairman Engelkenand Committee MemberMoser Nays:None Absent:Committee Member Leonard, Alternate Member 1 Zemanek and Alternate Member 2 Martin 3.Receive and review Second Quarter (FY 2013) Investment Report –M. Dolby Treasurer Shelley Wolnypresented an overview of theSecond Quarter (FY2013) Investment Report. Committee Member Moser questioned if $67 million is invested. Treasurer Shelley responded yes. Chairman Engelken questioned how the City isdoing in terms of the rising stockmarket. Treasurer Shelley Wolny responded the outlook has not changed for the bond market;the City is not in the stock market. 4. Receive and review months of December (FY2012) January, February, and March (FY 2013) Purchasing Card Expenditures –M. Dolby Finance Director Michael Dolby provided an overview of the December (FY2012),January, February, and March (FY 2013) Purchasing Card Expenditures. Page 1of 2 May 13, 2013, Fiscal Affairs Committee Minutes There were no questions. Chairman Engelken advised staff to continue providing Purchasing Card Expenditures for review. 5.Set date for next meeting –P. Rinehart The Committee setJuly22, 2013,at 5:00 p.m.,as the date and time for the next meeting. Finance Director Michael Dolby questioned the Committee if they would like staff to add a policy in the Purchasing Manual to give preference to La Porte businesses when doing business. Chairman Engelken and Committee Member Moser responded yes. City Manager Corby Alexander advised a draft policy will be available at the meeting in July for review. 6.Administrative Reports–C. Alexander City Manager Corby Alexander gave the Finance Department and Purchasing Division kudos for signing a contract for electrical service and saving the City $110,000.00 over the three yearcontract life, which begins at the expiration of the City’s current electricity contract. 7.Committee Comments –Matters appearing on agenda;Recognition of community members, city employees, and upcoming events;Inquiry of staff regarding specific factual information or existing policy. There were no committee comments. 8.Adjourn There being no further business, Committee Member Mosermoved to adjourn the meeting at 5:20p.m. Alternate Member 2 Martinseconded. Respectfully submitted, ________________________________ Patrice Fogarty, City Secretary Passed and approved on the _____day of___________, 2013. ________________________________ Chairman Chuck Engelken Page 2of 2 May 13, 2013, Fiscal Affairs Committee Minutes CITY OF LA PORTE Interoffice Memorandum TO :Chuck Engelken, Councilmember Tommy Moser, Councilmember Daryl Leonard, Councilmember Jay Martin, Councilmember Corby Alexander, City Manager TraciLeach, Assistant City Manager FROM :Michael Dolby, Director of Finance Shelley Wolny,Treasurer DATE :July10, 2013 SUBJECT :Quarterly Investment Report For the thirdquarterof the 2013fiscal year, the City’s investment portfolio yield averaged0.15%, which is abovethe average yield of our benchmarkat 0.09% (see graph below).Our benchmark is the6-month T-Bill rate. The total interest earned for the 2013fiscal yearfor all fundsis$87,595which isapproximately74% of the $118,850budgeted for the year. th At June30,the City’s portfolio consisted of 45%in Texpool,27% in Agency Notes and 28% in Logic. Very little 2-year paper is being issued, so the majority of the portfolio remains in the investments pools. Themostcurrent overnight rate was set on December 16, 2008at 0.00% to 0.25%.At the end of thethird quarter, the City’s portfolio consisted of 73% of the portfolio maturing overnight,6% of the City’s portfolio matures in 1-12months,9% maturing in 12-24 monthsand 12% maturing beyond two years. 1 Currently, the 3-month T-Bill is at0.05%; 2-year, at0.33%; 5-year, at1.20%; and, the 20-year is at3.07% see yield curve below).As depicted below, there is not much yield to be gained in the shorter term investments. The overnight rate is currently at 0.00% to .25%.Although there have been some signs that a recovery may be in the early stages, there is not muchprojectedmovement until 2014, or possibly 2015. We will continue to focus on laddering the portfolio to maintain a constant cash flow and a liquid position. In summary, we will continue to invest the City’s funds in conservative investments, as authorized by the Public Funds Investment Act, always keeping in mind Safety first, and then Liquidity and lastly Yield. 2 Portfolio Composition and Value as of June 30, 2013 80.00% 60.00% ParBookMarketDays to ValueValueValueMaturity 40.00% Investment Pools44,277,38144,277,38144,277,3811 Agencies16,500,00016,500,00016,446,345677 20.00% Total60,777,38160,777,38160,723,726185 0.00% Investment PoolsCDsAgencies Jun-13Jun-12 Investment Maturity Schedule as of June 30, 2013 1-12 months Book ValuePercent Overnight Overnight44,277,38172.85% 1-2 years 1-12 months3,500,0005.76% 1-2 years5,500,0009.05% 2-3 years7,500,00012.34% Total60,777,381100.00% 2-3 years Portfolio Performance for the month of June 30, 2013 1.00% Weighted PortfolioBenchmarkAverage 0.80% YieldYield*Maturity Pooled Funds0.15%0.09%6.12 months 0.60% Bond Funds0.06%0.05%1 day 0.40% Total0.10%0.07%6.12 months 0.20% 0.00% *The pooled funds benchmark is based on the average monthly yield of a 6-month Treasury. Pooled FundsBond FundsTotal The bond funds benchmark yield is based on the average monthly yield of a 3-month Treasury. The total is based on weighted average monthly benchmark yields. Portfolio YieldBenchmark Yield* Portfolio Earnings as of June 30, 2013 200,000 BudgetActualPercent 150,000 General71,50048,00967.14% Enterprise9,5008,07284.96% 100,000 Internal Service11,0007,87171.55% Other Funds26,85023,64388.06% 50,000 Total118,85087,59573.70% - GeneralEnterpriseInternal Other Funds Service BudgetActual WAM -Pooled Funds Yield Curve 7.00 1.40% Average for June 1.20% 6.00 % of funds invested in:20132012 1.00% 5.00 Securities & Pools95.03%96.47% 0.80% Bank Depository4.97%3.53% 4.00 0.60% Total % of funds invested100.00%100.00% 0.40% 3.00 0.20% 2.00 Operating Account Balance3,175,4222,190,654 0.00% 1.00 3 mo6 mo1 yr2yr5yr 0.00 Apr-13May-13Jun-13 Apr-13May-13Jun-13 Portfolio Yield vs Benchmark Aug-13 Jun-13 Apr-13 Feb-13 Dec-12 Oct-12 0.00%0.05%0.10%0.15%0.20%0.25%0.30% Oct-12Nov-12Dec-12Jan-13Feb-13Mar-13Apr-13May-13Jun-13Jul-13Aug-13Sep-13 Portfolio Yield 0.24%0.24%0.24%0.18%0.18%0.19%0.17%0.14%0.15% Benchmark 0.15%0.14%0.12%0.11%0.12%0.11%0.09%0.08%0.09% Additional Earnings (over 6 month Treasury Bill) 25,000 20,000 15,000 10,000 5,000 - Oct-12Nov-12Dec-12Jan-13Feb-13Mar-13Apr-13May-13Jun-13Jul-13Aug-13Sep-13 Add Erng 2,604 2,733 3,631 2,263 1,341 2,533 2,141 1,592 1,578 Cumm Erng 2,604 5,337 8,968 11,231 12,572 15,105 17,246 18,838 20,416 20,416 20,416 20,416 Investment Maturity & Cashflow (excluding Texpool, TexSTAR & Logic) 4,000,000 3,000,000 2,000,000 1,000,000 - Jul-13Oct-13Jan-14Apr-14Jul-14Oct-14Jan-15Apr-15Jul-15Oct-15Jan-16Apr-16 Market Gain (Loss) by Month 20,000 10,000 - (10,000) (20,000) (30,000) (40,000) (50,000) (60,000) (70,000) OCTNOVDECJANFEBMARAPRMAYJUNJULAUGSEP AGENCIES10,151 10,954 8,838 5,842 7,052 4,218 6,987 (6,516)(56,656) Monthly Portfolio Division 48% 52% Wells FargoCoastal Securities Average Return on Investments 0.45% 0.40% 0.35% 0.30% 0.25% 0.20% 0.15% 0.10% 0.05% 0.00% Coastal SecuritiesWells Fargo Series1 0.37%0.43% Texas City Offi ce 600 Gulf Freeway Suite 226 Texas City, Texas 77591 409.948.4406 Main whitleypenn.com July 3, 2013 To the Honorable Mayor and Members of City Council La Porte, Texas We are pleased to confirm our understanding of the services we are to provide City of La Porte, Texas (“the City”) for the year ended September 30, 2013. We will audit the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements, of the City as of and for the year ended September 30, 2013. Accounting standards generally accepted in the United States of America provide for certain required supplementary information (RSI), such as management’s discussion and analysis (MD&A), to supplement the City’s basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to the City’s RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1)Management’s Discussion and Analysis. 2)Required supplementary pension information 3)Budgetary schedules We have also been engaged to report on supplementary information other than RSI that accompanies the City’s financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America and will provide an opinion on it in relation to the financial statements as a whole: 1)Schedule of expenditures of federal awards. 2)Combining and individual fund statements and schedules The following other information accompanying the financial statements will not be subjected to the auditing procedures applied in our audit of the financial statements, and our auditor’s report will not provide an opinion or any assurance on that other information. 1)Introductory section 2)Statistical section An Independent Member of DallasFort WorthHouston City of La Porte, Texas July 3, 2013 Page 2 Audit Objectives The objective of our audit is the expression of opinions as to whether your basic financial statements are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. The objective also includes reporting on— Internal control related to the financial statements and compliance with the provisions of laws, regulations, contracts, and 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 of contracts 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. The reports on internal control and compliance will each include a paragraph that states that the purpose of the report is solely to describe (1) the scope of testing of internal control over financial reporting and compliance and the result of that testing and not to provide an opinion on the effectiveness of internal control over financial reporting or on compliance, (2) the scope of testing internal control over compliance for major programs and major program compliance and the result of that testing and to provide an opinion on compliance but not to provide an opinion on the effectiveness of internal control over compliance, and (3) that the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering internal control over financial reporting and compliance and OMB Circular A-133 in considering internal control over compliance and major program compliance. The paragraph will also state that the report is not suitable for any other purpose. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America; 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 program(s) in accordance with OMB Circular A-133, and other procedures we consider necessary to enable us to express such opinions and to render the required reports. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis-of-matter or other-matter paragraphs. If our opinions on the financial statements or the Single Audit compliance opinions are other than unmodified, we will 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 opinions, we may decline to express opinions or to issue a report as a result of this engagement. Management Responsibilities Management is responsible for the basic financial statements, schedule of expenditures of federal awards, and all accompanying information as well as all representations contained therein. Management is also responsible for identifying government award programs and understanding and complying with the compliance requirements, and for preparation of the schedule of expenditures of federal awards in accordance with the requirements of OMB Circular A-133. As part of the audit, we will assist with preparation of your financial statements, schedule of expenditures of federal awards, and related notes. You will be required to acknowledge in the written representation letter our assistance with preparation of the financial statements and schedule of expenditures of federal awards and that you have reviewed and approved the financial statements, schedule of expenditures of federal awards, and related notes prior to their issuance and have accepted responsibility for them. You agree to assume all management responsibilities for any nonaudit services we provide; oversee the services by designating an individual, preferably from senior management, who possesses suitable skill, knowledge, or experience; evaluate the adequacy and results of the services; and accept responsibility for them. City of La Porte, Texas July 3, 2013 Page 3 Management is responsible for establishing and maintaining effective internal controls, including internal controls over compliance, and for evaluating and monitoring ongoing activities, to help ensure that appropriate goals and objectives are met and that there is reasonable assurance that government programs are administered in compliance with compliance requirements. You are also responsible for the selection and application of accounting principles; for the preparation and fair presentation of the financial statements in conformity with U.S. generally accepted accounting principles; and for compliance with applicable laws and regulations and the provisions of contracts and grant agreements. Management is also responsible for making all financial records and related information available to us and for ensuring that management is reliable and financial information is reliable and properly recorded. You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and (3) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities also include identifying significant vendor relationships in which the vendor has responsibility for program compliance and for the accuracy and completeness of that information. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the written representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the entity complies with applicable laws, regulations, contracts, agreements, and grants. Additionally, as required by OMB 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 during scheduled field work. You are responsible for preparation of the schedule of expenditures of federal awards in conformity with OMB Circular A-133. You agree to include our report on the schedule of expenditures of federal awards in any document that contains and indicates that we have reported on the schedule of expenditures of federal awards. You also agree to include the audited financial statements with any presentation of the schedule of expenditures of federal awards that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the schedule of expenditures of federal awards in accordance with OMB Circular A-133; (2) that you believe the schedule of expenditures of federal awards, including its form and content, is fairly presented in accordance with OMB Circular A-133; (3) that the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the schedule of expenditures of federal awards. City of La Porte, Texas July 3, 2013 Page 4 You are also responsible for the preparation of the other supplementary information, which we have been engaged to report on, in conformity with U.S. generally accepted accounting principles. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) that you believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) that the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements, performance audits, or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also responsible for providing management’s views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information. 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. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. 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 from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements or noncompliance may exist and not be detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements or major programs. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential, and of any material abuse that comes to our attention. 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 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, funding sources, 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 require certain written representations from you about the financial statements and related matters. City of La Porte, Texas July 3, 2013 Page 5 Audit Procedures—Internal Control Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. 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 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 financial statements. 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 over compliance 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 significant deficiencies or material weaknesses. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards, Government Auditing Standards, and OMB Circular A-133. Audit Procedures—Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the City’s compliance with provisions of applicable laws, regulations, 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. OMB 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 tests of transactions and other applicable procedures described in the OMB Circular A-133 Compliance Supplement for the types of compliance requirements that could have a direct and material effect on each of the City’s major programs. The purpose of these procedures will be to express an opinion on the City’s compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant to OMB Circular A-133. Engagement Administration, Fees, and Other We may from time to time, and depending on the circumstances, use third-party service providers in serving your account. We may share confidential information about you with these service providers, but remain committed to maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies, procedures, and safeguards to protect the confidentiality of your personal information. In addition, we will secure confidentiality agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your confidential information with the third-party service provider. Furthermore, we will remain responsible for the work provided by any such third-party service providers. We understand that your employees will prepare all cash, accounts receivable, or other confirmations we request and will locate any documents selected by us for testing. City of La Porte, Texas July 3, 2013 Page 6 At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form that summarizes our audit findings. 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 corrective action plan) along with the Data Collection Form to the federal audit clearinghouse. We will coordinate with you the electronic submission and certification. If applicable, we will provide copies of our report for you to include with the reporting package you will submit 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. The audit documentation for this engagement is the property of Whitley Penn and constitutes confidential information. However, pursuant to authority given by law or regulation, we may be requested to make certain audit documentation available to a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of Whitley Penn personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of five years after the report release date or for any additional period requested by a federal 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(ies) contesting the audit finding for guidance prior to destroying the audit documentation. We expect to begin our audit in August 2013 and to issue our reports no later than March 31, 2013. Tom Pedersen is the engagement partner and is responsible for supervising the engagement and signing the reports or authorizing another individual to sign them. Our fee for these services will be at our standard hourly rates plus out-of-pocket costs (such as report reproduction, word processing, postage, travel, copies, telephone, etc.) except that we agree that our gross fee, including expenses, will not exceed $61,500. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. In accordance with our firm policies, work may be suspended if your account becomes 30 days or more overdue and may not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report(s). You will be obligated to compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of termination. 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. We would like to make the following comments regarding fee estimates: The City’s personnel are responsible for the preparation of the items requested in the “PBC listing” and received by the date requested. Any delays caused by not preparing the items when requested may result in additional fees, as well as the possibility of postponing our fieldwork. The “PBC listing” will be provided to you during the planning process of the engagement. Time incurred for audit adjustments identified during our audit and the related additional testing required has not been considered in our fee estimates. Prior to performing any additional testing, we will notify you of the expectations and obtain approval for any additional fees which may be incurred. City of La Porte, Texas July 3, 2013 Page 7 We appreciate the opportunity to be of service to the City of La Porte, Texas 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. Very truly yours, RESPONSE: This letter correctly sets forth the understanding of City of La Porte, Texas. By: Title: Date: By: Title: Date: By: Title: Date: By: Title: Date: By: Title: Date: By: Title: Date: Texas City Offi ce 600 Gulf Freeway Suite 226 Texas City, Texas 77591 409.948.4406 Main whitleypenn.com July 3, 2013 To Board of Directors La Porte Area Water Authority La Porte, Texas We are pleased to confirm our understanding of the services we are to provide La Porte Area Water Authority (“the Authority”) for the year ended September 30, 2013. We will audit the financial statements of the business- type activities including the related notes to the financial statements, which collectively comprise the basic financial statements of the Authority as of and for the year ended September 30, 2013. Accounting standards generally accepted in the United States of America provide for certain required supplementary information (RSI), such as management’s discussion and analysis (MD&A), to supplement the Authority’s basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to the Authority’s RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1)Management’s Discussion and Analysis. 2)Budgetary schedules We have also been engaged to report on supplementary information other than RSI that accompanies the Authority’s financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America and will provide an opinion on it in relation to the financial statements as a whole: 1)Texas Commission on Environmental Quality (“TCEQ”) Supplemental Schedules An Independent Member of DallasFort WorthHouston Board of Directors La Porte Area Water Authority July 3, 2013 Page 2 Audit Objective The objective of our audit is the expression of opinions as to whether your basic financial statements are fairly presented, in all material respects, in conformity with generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America and will include tests of the accounting records and other procedures we consider necessary to enable us to express such opinions. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis-of-matter or other-matter paragraphs. If our opinions on the financial statements are other than unmodified, we will 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 opinions, we may decline to express opinions or to issue a report as a result of this engagement. Management Responsibilities Management is responsible for the basic financial statements and all accompanying information as well as all representations contained therein. You agree to assume all management responsibilities for any nonattest services we provide; oversee the services by designating an individual, preferably from senior management, with suitable skill, knowledge, or experience; evaluate the adequacy and results of the services; and accept responsibility for them. Management is responsible for establishing and maintaining effective internal controls, including monitoring ongoing activities; for the selection and application of accounting principles; and for the preparation and fair presentation of the financial statements in conformity with U.S. generally accepted accounting principles. Management is also responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and (3) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the written representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, regulators, or others. In addition, you are responsible for identifying and ensuring that the entity complies with applicable laws and regulations. Board of Directors La Porte Area Water Authority July 3, 2013 Page 3 You are responsible for the preparation of the supplementary information in conformity with U.S. generally accepted accounting principles. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to [include the audited financial statements with any presentation of the supplementary information that includes our report thereon OR make the audited financial statements readily available to users of the supplementary information no later than the date the supplementary information is issued with our report thereon]. Your responsibilities include acknowledging to us in the representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) that you believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) that the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. 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. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. 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 from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements may exist and not be detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted auditing standards. In addition, an audit is not designed to detect immaterial misstatements, or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. Our responsibility as auditors is limited to the period covered by our audit and does not extend to 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, funding sources, 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 require certain written representations from you about the financial statements and related matters. Audit Procedures—Internal Control Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. An audit is not designed to provide assurance on internal control or to identify deficiencies in internal control. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards. Board of Directors La Porte Area Water Authority July 3, 2013 Page 4 Audit Procedures—Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the Authority’s compliance with the provisions of applicable laws, regulations, contracts, and agreements. However, the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion. Engagement Administration, Fees, and Other We understand that your employees will prepare all cash or other confirmations we request and will locate any documents selected by us for testing. We expect to begin our audit in August 2013 and to issue our reports no later than March 31, 2014. Tom Pedersen is the engagement partner and is responsible for supervising the engagement and signing the report or authorizing another individual to sign it. Our fee for these services will be at our standard hourly rates plus out-of-pocket costs (such as report reproduction, word processing, postage, travel, copies, telephone, etc.) except that we agree that our gross fee, including expenses will not exceed $6,000. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. In accordance with our firm policies, work may be suspended if your account becomes 30 days or more overdue and may not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report. You will be obligated to compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of termination. 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. We would like to make the following comments regarding fee estimates: The City’s personnel are responsible for the preparation of the items requested in the “PBC listing” and received by the date requested. Any delays caused by not preparing the items when requested may result in additional fees, as well as the possibility of postponing our fieldwork. The “PBC listing” will be provided to you during the planning process of the engagement. Time incurred for audit adjustments identified during our audit and the related additional testing required has not been considered in our fee estimates. Prior to performing any additional testing, we will notify you of the expectations and obtain approval for any additional fees which may be incurred. Board of Directors La Porte Area Water Authority July 3, 2013 Page 5 We appreciate the opportunity to be of service to the Authority 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. Very truly yours, RESPONSE: This letter correctly sets forth the understanding of La Porte Area Water Authority. By: Title: Date: By: Title: Date: By: Title: Date: Board of Directors La Porte Area Water Authority July 3, 2013 Page 6 By: Title: Date: By: Title: Date: By: Title: Date: