HomeMy WebLinkAbout06-15-10 Special Called Regular Meeting of Fiscal Affairs Committee
MINUTES OF THE SPECIAL CALLED REGULAR MEETING OF THE FISCAL AFFAIRS
COMMITTEE
June 15, 2010
1. Call to Order
The meeting was called to order by Chairman Chuck Engelken at 5:00 p.m.
Members of Committee Present: Board Members Chuck Engelken, Louis Rigby and Tommy
Moser.
Members of Committee Absent: None
Members of City Council. City Executive Staff and City Employees Present: City Manager
Ron Bottoms, Director of Finance Michael Dolby, Assistant City Manager John Joerns,
Purchasing Manager Susan Cream and City Secretary Martha Gillett.
Others present: Phillip Hoot, Kathryn Aguilar, Ted Powell, Kim Powell, David Janda and
Marylee Nolley
2. Consider approval of Minutes of the Special Called Regular Meeting of Fiscal Affairs
Committee held May 18, 2010.
Motion was made by Committee Member Moser to approve the minutes as presented. A
second by Committee Member Rigby. The motion carried.
Ayes: Engelken, Rigby and Moser
Nays: None
Abstain: None
Absent: None
3. Discuss and determine firm who will be conducting a forensic audit of the Town Plaza Project
and finalize interview questions - C. Engelken
Finance Director Michael Dolby and Purchasing Manager Susan Cream reported bids
were opened and two were received from Belt Harris Pechacek, LLLP 730 N. Post Oak
Rd. Houston, TX. and Null Lairson 3411 Richmond Ave. Houston, TX. 77046-3409. The
bids were reviewed to confirm they meet the scope of work. The two firms did qualify.
4. Administrative Reports
There were no administrative reports.
5. Committee Comments
Matters appearing on agenda
Fiscal Affairs Committee - Special Called Regular Meeting - June 15, 2010
2
A. Recognition of community members, city employee, and upcoming events
B. Inquiry of staff regarding specific factual information or existing policy
6. Adjournment
There being no further business to come before the committee, the meeting was adjourned at
5:27p. m.
Respectfully submitted,
tI!.~
City Secretary
Approved this 22nd day of June 2010.
~~V
Chuck Engelken, Chairman
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CITY OF LA PORTE, TEXAS
QyALlFICATIONS FOR SPECIAL PURPOSE AUDIT
We are pleased to suhmit this proposal for professional auditing services.
-\
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Belt Harris Pechacek is standing hy to help you with all of
your attestation needs.
June 15,2010
Fiscal Affairs Committee
City of La Porte, Texas:
Thank you for the opportunity to submit our qualifications for the special purpose audit ofthe City
of La Porte (the "City"). Belt Harris & Associates has recently merged with John Pechacek, CPA
of Bellville, TX, significantly increasing our audit capabilities within the local government sector.
We believe that Belt Harris Pechacek is the perfect firm to perform the special purpose audit of the
City as outlined below and as further supported by the balance of this proposal document.
Direct Access to K/lmvledgeable Decision iHaker
As the City's proposed Engagement Partner, Stephanie Harris, CPA, will be onsite working with
your management team on any significant audit decisions. This is in stark contrast to other firms
who have multiple layers of managers and partners who are typically located in an out of town or
out of state office, without face to face time spent directly with the client. This accessibility and
ability to make decisions combined with her personal public accounting experience regarding
special purpose audits for city clients makes Belt Harris Pechacek a strong choice for your audit
team. To solidify the City's confidence in our team's capabilities, we have included a section of
this RFQ that addresses each member's background. The special audit experience of Stephanie
Harris, CPA is listed on page 9 of this document.
Certified Fraud Em11liners
As a service for our special project audits, we make an effort to compose a team with a minimum
20% makeup of Certified Fraud Examiners (CFE). These staff members are licensed through The
Association of Certified Fraud Examiners (ACFE), the world's largest anti-fraud organization
and premier provider of anti-fraud training and education. As members of this organization, our
firm has access to exclusive publications, timely and practical anti-fraud training, and targeted
educational events that increases our team's awareness of potential fraud within a government
agency. Our fraud team makes a consistent effort to apply cutting-edge knowledge to potential
real-life fraudulent activity 100% of the time, and we can ensure that you are receiving a thorough
investigation of practices by engaging Belt Harris Pechacek. The proposed audit team for the City
includes a licensed CFE for the Senior Auditor and In-Charge Auditor position.
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Houston
730 N. Post Oak Rd., Src. 401
HousTon, TX 77024
7]3.263.1123
Partners
Robert Bdt, CPA
Stephanie E. Harris, CPA
Nathan Krupke, CPA
Partner of Counsel
John R. Pechacek, CPA
Bellville
6100 Windy Hill Lane
Bd1v;lIe, TX 774]8
979.86\.3169
Austin
100 Congress Ave., Stc. 2000
Austin, TX 78701
\12.381.0222
All Offices
"....W\.... tcxasaudirors.coll1
info@")txaudirors.com
71.1.263.1\\0 fax
== Governmental
_ Audit Quality Center
..
Time(v Completion (~lllre .4lUlil
As a part of our performance standards, which are disclosed to every client at the beginning of
each engagement, Belt Harris Pechacek ensures a report is issued within 15 business days of the
completion of field work. It is our goal to hold ourselves to the highest standard in order to meet
the needs of our clients. We are committed to completing your audit in a timely manner so that your
information is provided while it is still fresh on your mind and relevant to your decision-making.
LTlliq lie Philosophy
At Belt Harris Pechacek, we recognize the importance of details. Our goal is to go above and
beyond your expectations. We continually evaluate our processes and equip all staff with the newest
and fastest techniques and technologies to ensure we are performing at our highest efficiency. We
carry this same philosophy to our review of our clients' operations, always being mindful of the
best practices and communicating our observations. From this proposal to your final audit, and all
of the steps in between, you will recognize our thoughtful attention to details in a unique manner.
In short, we are confident in our ability to provide you with unparalleled auditing services. We
would be delighted to provide the audit services of the City, and we look forward to the opportunity
to work with you. As always, we welcome your questions, so please feel free to contact me or any
member of our staff.
Sincerely,
~
Robert Belt, CPA, Managing Partner
Belt Harris Pechacek, LLLP
CITY OF LA PORTE
CERTIFICATION BY RESPONDENT
City of La Porte Ordinance #98-2217 prohibits any expenditure for goods or services by
the City of La Porte from any person, firm, or corporation owing any delinquent
indebtedness to the City. The undersigned respondent further certifies that it is in
compliance with the requirements of said ordinance. A copy of the ordinance may be
obtained by contacting the City of La Porte Purchasing Division at 281-470-5126.
If undersigned respondent is not in compliance with Ordinance 98-2217, it hereby
assigns to the City of La Porte, the amount of its delinquent indebtedness to the City of
La Porte, to be deducted by the City of La Porte from the amounts due the undersigned.
Failure to remit this certification with the submittal, or non-compliance with said
ordinance, shall be just cause for rejection or disqualification of submittal.
fi!i The undersigned hereby certifies that it is in compliance with Ordinance 98-2217.
or
_ The undersigned assigns to the City of La Porte, the amount of its delinquent
indebtedness, to be deducted by the City of La Porte from the amounts due the
undersigned.
(Initial one of the above)
Business Name:
Belt Harris Pechacek, LLLP
730 N. Post Oak Rd., Ste. 401
Houston. TX 77024
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Address:
Printed Name:
Robert Belt, CPA
r2u-r; +
Authorized Signature:
Date:
June 15,2010
3
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Technology plays a vital role in the service,
quality, and value that we provide to our clients.
Our auditors are prepared with advanced mobile
offices allowing them to complete field work more
efficiently.
OVERVIEW
Our firm audits governments exclusively and operates
from three locations, an office in Austin, Bellville, and
Houston, Texas. Consequently, we audit large entities
relative to our total staff size. This sole focus enables us to
structure our firm in a way that provides increased value to
our audit clients by allowing our staff to gain concentrated
expenence.
By electing to exclusively serve the needs of governments, we built a
reputation of excellence and our firm has maintained a 20% average annual
growth rate in new clients, while maintaining one of the highest client
retention rates in the industry. We have accomplished this by focusing not
only on a specific market segment (government audits) but also on quality
clients and exceptional team members for our firm rather than on quantity. A
listing of our clientele and contact information is included in the experience
section of this proposal.
EXPERIENCED STAFF
The government experience level of our audit team is unsurpassed, as they
are strictly dedicated to this task. Normally, this concentration of talented
and experienced personnel could only be found in a firm of 400+ employees
but we have found that we can provide the best service, at the lowest possible
rate to our clientele, by concentrating our technical and other resources in
one area, without the demands of a corporate audit or tax season. After only
one year of working for Belt Harris Pechacek, new staff auditors will have
expended lOO% of their chargeable time to this area. Contrasted to other
firms that will put staff on multiple unrelated projects, our clients benefit
from exceptionally skilled auditors.
We surpass the government audit capabilities of considerably larger firms.
Our staff's knowledge, understanding, and ability to audit a government
are unmatched. We attract and retain staff by promoting family values and
frowning on excess overtime. The lack of a "tax season" helps ensure our
staff stays fresh and focused on auditing 100% of the time.
ELEMENTS OF THE
BELT HARRIS PECHACEK SEAL OF
EXCELLENCE
;,
The monument symbolizes our sole
dedication to Texas governments.
o
The leaves represent our continued pursuit of
excellence.
*
The lone star represents independent
attestation without compromise.
~~"~~._..,-~
The ribbon represents unwavering blue
ribbon customer service.
1he seal represents our commitment to
uphold professional standards.
Combined, our seal represents the core
values of our firm.
5
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YOUR EXPERIENCED AUDIT TEAM
Our commitment to serving our government clients is reflected in the caliber of our personnel. Our
staff is highly trained and dedicated to serving you. Our staff can offer your organization a new
perspective. Our government and nonprofit focus provides us with clearer vision and a comprehensive
understanding of your needs.
We pride ourselves on having the most courteous auditors who will respect your staff and work
environment while being the very best at what they do - auditing governmental entities. We have an
unmatched audit team to serve you, and we pledge that if changes to our lineup become necessary,
their replacements will be equally qualified and experienced. The proceeding pages provide details
regarding experience for the individual team members that are listed in the chart below.
6
EXPERIENCE:
Man~ng Partner
Belt Harris Pechacek, LLLP .
Certified Public Accountants
July 1999 to Present
Senior Manager
White Petrov McHone (now BKD)
Certified Public Accountants
February 1997 toJuly 1999
Partner
Lairson, Stephens & Reimer, LLP.
(formerly Earl Lairson & Co., now Null
Lairson)
Certified Public Accountants
January 1989 to February 1997
EDUCATION:
Bachelor of Business Administration
Stephen F. Austin State University
December 1988, Accounting Major
ACCOMPLISHMENTS:
Recipient of the AICPA's Certification of
Educational Achievement in Financial
Audits
Serve on Government Finance Officers
Association (GFOA) Special Review
Committee
Speaking engagements:
Audit and Budget Process
Texas Association of Appraisal Districts
Compilation and review procedures
NCCPAP
Compilation and review procedure.. update
NCCPAP
Financial statement disclosures
NCCPAP
Introduction to Accountingfor Cities
ARTICLES PUBLISHED
"I Rotate My Tires, Should 1 Do the Same
with My City's Auditors",
The Texas Municipal League Official
Publication Oct 2006; The Municipal Maryland
League Official Publication April 2007
. li)mlerly opt.'fatcd as Belt Harris & AssociUh:S, LLLP
ROBERT BELT, CPA
EXECUTIVE SUMMARY:
20 years public accounting audit experience
Clientele of over 75 mid size to large government and nonprofit entities
Named partner at age 29 (with only 8 years experience)
Over 900 financial statement audits*
Over 100 special projects related to fraud, allegation inquiry, revenue enhancement, and
operational review*
Over 130 single audits and yellow book audits*
Over 120 GFOA award winning reports*
Recipient of AICPA's Certificate of Educational Achievement in audits of governments
Reviewer in GFOA's Certificate of Achievement in Excellence in Financial Reporting
program (special review committee)
*prepared or reviewed
SPECIAL PROJECTS PERFORMED (PARTIAL LIST):
RACIAL DISPARITY STUDY
Evaluated racial disparity in the issuance of citations to motorists and the resulting arrests. This study was
prompted by an unfavorable article that appeared in the Houston Chronicle. The report issued outlined
deficiencies in the way in which data for the article was gathered and disproved the assertions made in the article
with regard to racial biased arrest.
CITY MANAGER PURCHASES
Investigated unusual purchases made by management under allegations of improprieties.
OFFICIAL MISCONDUCT OF PUBLIC OFFICIALS
Testified regarding audit findings resulting in the successful prosecution ofthe Finance Director and Mayor.
MISAPPROPRIATIONS BY UTILITY CLERK
Conducted detailed review of utility collections resulting in the resignation of the billing clerk and restitution to
the City of misappropriated funds.
INTERNAL CONTROL REVIEW
Performed detailed analysis of the internal controls and prepared a complete policy and procedures manual.
INTERNAL AUDIT FUNCTIONS
Conducted a turn-key project to develop and implement an internal auditing function in a rapidly growing city.
CAPITAL ASSET SYSTEM
Constructed a detailed database of all capital assets complete with bar code reading software (over 15,000 items).
CAPITAL ASSET INVENTORY SERVICE PROCUREMENT SERVICE
Assisted numerous entities in procuring services for capital asset inventory, preparing RFPs, reviewing bids,
negotiating reduced fees, and verifYing work perfonned.
CASH AND INVESTMENT MANAGEMENT SYSTEM
Designed turn-key cash and management system complete with cash forecasting models and policy and
procedures manual for a $30,000,000 portfolio.
PUBLIC FUNDS INVESTMENT ACT
Wrote and updated numerous investment policies and procedures in compliance with PFIA.
LANDFILL MARKET ANALYSIS
Performed final review and acted as liaison in a special marketing analysis for a county (client) owned landfill.
MUNICIPAL COURT CLERK RETIREMENT
Perfonned agreed upon procedures for the municipal court to ensure the proper handling of transactions up to the
Court Clerks' retirement, per the request of the municipal court clerk.
INVESTIGATION OF ALLEGED IMPROPRIETIES - POLICE DEPARTMENT
Performed detailed investigation of eight alleged improprieties regarding the police department's operations.
7
RECOVERY OF CONSULTANT FEE
Recalculated a consultant fee in accordance with contract tenns and negotiated a $1,000,000 recovery to the client.
DRUG FORFEITURE CASH ACCOUNT
Reviewed compilation and handling procedure of drug forfeiture cash account.
REVIEWED RISK ASSESSMENT PROCESS
Conducted a study of the risk assessment process of the appraisal operation for an organization with a 550,000,000 operating budget.
MUNICIPAL COURT OPERATIONS REVIEW
Reviewed the operations of municipal court resulting in significant revenue enhancements to the City and increase in efficiencies and management control.
SALES TAX ALLOCATION TESTING
Performed numerous tests of the Comptrollers' allocation of sales tax to jurisdictions resulting in significant recoveries to clients.
HOTEL/MOTEL TAX AUDITS
Perfonned numerous tests of hotel/motel tax submissions.
CITIZEN SURVEY COMPILATION AND ANALYSIS
Compiled and summarized four separate surveys consisting of approximate 3,000 responses per survey.
RATE STUDIES
Perfonned numerous water and waste water rate studies.
FUND BALANCE STUDIES
Performed detailed study and report on optimum fund balance amounts for operating and debt service funds for numerous entities.
CLIENTS SERVED:
Cities
City of Alvin
City of Baytown
City of Bella ire
City of Bunker Hill Village
City of Clear Lake Shores
City of Con roe
City of Crocket
City of Dayton
City of EI Lago
City of Friendswood
City of Galena Park
City of Goodrich
City of Hedwig Village
City of Hilshire Village
City of Hunters Creek
City of Humble
City ofJacinto City
City ofKaty
City()f La PQrte
City of League City
City of Mont Belvieu
City of Nassau Bay
City of Nederland
City of Onalaska
City 0 I' Pasadena
City of Pearland
City of Piney Point Village
City of Seabrook
City of Shenandoah
City of Spring Valley Village
City of South Houston
City of Splendora
City of Sugar Land
City of Taylor Lake Village
City of Waller
City of Webster
City of West Lake Hills
City of West University Place
Village of Bear Creek
Cities
Other l!overnmental audits manal!ed
or in which technical review was
oerformed:
City of Alvin
City of Baytown
City of Bellaire
City of Bunker Hill Village
City of Clear Lake Shores
City ofConroe
City ofCrocket
City of Dayton
City of EI Lago
City of Friendswood
City of Galena Park
City of Goodrich
City of Hedwig Village
City of Hilshire Village
City of Hunters Creek
City of Humble
City of Jacinto City
City ofKaty
City of La Porte
City of League City
City of Mont Belvieu
City of Nassau Bay
City ofNederland
City ofOnalaska
City of Pasadena
City of Pearl and
City of Piney Point Village
City of Seabrook
City of Shenandoah
City of Spring Valley Village
City of South Houston
City of Splendora
City of Sugar Land
City ofTaylor Lake Village
City of Waller
City of Webster
City of West Lake Hills
City of West University Place
Village of Bear Creek
City of Brookshire
Brookshire Municipal Utility District
City of Hillcrest
County of Galveston
City of Manvel
Fort Bend County
City of Rosenberg
Oak Ridge North EDC
City of Oak Ridge North
Rosenberg Development Corp
City of Wallis
Town of Beasley
Other Governmental Units
Alabama-Coushatta Econ. Dev. Auth.
Alabama-Coushatta Indian Housing
Auth.
Alabama-Coushatta Tribe of Texas
Angelina and Neches River Authority
Austin County Juvenile Probation Dept.
Bay town Area Water Auth.
Chambers County Appraisal District
Grimes County
Gulf Coast Waste Disposal Authority
Harris County Appraisal District
Harris County MUD 50
Harris Co. w.eI.D. Fondren Road
IAH Public Facility Corporation
Lakeview Police Depattment
La Marque Economic Dev. Corp.
La Porte Economic Dev. Corp.
Liberty County
Lone Star Groundwater District
Memorial Villages Police Depattment
Montgomery County MUD No.2
Northwest Harris Co. MUD No. 19
Pearland Industrial Dev. Corp.
Polk Central Appraisal District
Polk County
San Jacinto County
San Jacinto County Headstart
Shenandoah Economic Dev. Corp.
Sugar Land Economic Dev. Corp.
Sunbelt FWSD
Tyler County
Upper Kirby Management District
258th Judicial District Adult
Probation
258th Judicial District Juvenile
Probation
Participation in nonprofit
en~al!ements includes:
Annand Bayou Nature Center
The Living Bank International
Braeswood Assembly of God
Neuhouse Education Center
Boy's and Girl's Country
Onalaska Water Supply Corporation
Conroe Vol. Fire Department Pension
Fund
Spring Branch ISD Education
Foundation
First Baptist Church of Katy
Star of Hope
Harris County Mayors' and Councils'
Association
Texas Paralyzed Veterans
Association
Katy Vol. Fire Depattment
Thyroid Society
League City EMS
U.S. Atiica Energy Association
League City Vol. Fire Department
EXPERIENCE:
Partner
Belt Harris Pechacek, LLLP .
Certified Public Accountants
September 2004 to Present
City Accountant
City of Clear Lake Shores, Texas
December 2002 to August 2004
EDUCATION:
Bachelor ofBusioess
Administration
University of Houston Clear Lake
December 2003
Accounting, Cum Laude
PROFESSIONAL
ORGANIZA nONS:
Government Finance Officers
Association, member since
September 2004
Association of Certified Fraud
Examiners, member since May 2007
American Institute of Certified
Public Accountants, member since
January 2009
Texas Society of CPA's, member
since January 2009
'I< tonllcrly operated as Belt Harris & Associillt.'S, LLLP
STEPHANIE E. HARRIS, CPA
EXECUTIVE SUMMARY:
Since joining the firm in 2004, Stephanie has obtained her license as a Certified Public
Accountant and has been promoted from Senior Auditor to Audit Manager to Partner. She
is currently in the process of obtaining her certification as a Certified Fraud Examiner.
She has OVer 50 governmental audits, many of which received the GFOA Certificate of
Reporting Excellence. Special projects include a fraud investigation and compliance
analysis with the Texas Commission on Environmental Quality (TCEQ). Prior to joining
the firm, she worked as the City Accountant for the City of Clear Lake Shores. While
with the City, she was able to reCover over $100,000 in misappropriated sales tax and
franchise revenues.
SPECIAL PROJECTS:
INVESTIGATION OF ALLEGED FRAUD WITHIN CITY ENTITY
Reviewed concerns related to the City's financial operations and compliance with laws
and regulations; obtained understanding of certain related party transactions, as well as,
compliance with laws and regulations in relation to certain contracts.
INVESTIGATION OF ALLEGED FRAUD - MUNICIPAL COURT
Conducted detailed review of municipal court collections, determined misappropriations
had been made, and outlined methods employed.
SALES TAX
Performed detailed review of sales tax records maintained by the Texas Comptroller's
Office which resulted in significant recoveries of misappropriated sales tax dollars for:
. City of Bay town
. City of Galena Park
. City of Hilshire Village
. City of Pasadena
COMPLIANCE ANALYSIS WITH TCEQ
Performed compliance analysis on calculations made by Polk County to demonstrate
compliance with the Texas Commission on Environmental Quality's (TCEQ) local
government financial assuranCe test as outlined in Title 30 of the Texas Administrative
Code Section 37.271 (5) for its municipal solid waste facility for the last three years.
CLIENTS SERVED:
Cities
City of Angleton
City of Bay town
City of Bellaire
City of Bunker Hill Village
City of Clear Lake Shores
City of Dayton
City of El Lago
City of Galena Park
City of Hedwig Village
City of Hilshire Village
City of Hunters Creek Village
City of Jacinto City
City of League City
City of Magnolia
City of Mont Belvieu
City of Nassau Bay
City of On alaska
City of Oak Ridge
City of Palestine
City of Piney Point Village
City of Pasadena
City of Seabrook
City of South Houston
City of Splendora
City of Spring Valley Village
City of Webster
City of West Lake Hills
City of West University Place
City of Taylor Lake Village
City of Tomball
City of Waller
Village of Bear Creek
9
CLIENTS SERVED (CONT.):
Counties
Leon County
Chambers County
Grimes County
Polk County
Liberty County
San Jacinto County
Other Governmental Units
Alabama- Coushatta Tribe of Texas
Alabama- Coushatta Benefits Plan
Bay town Area Water Authority
Chambers County Appraisal District
Gulf Coast Waste Disposal Authority
Harris County Appraisal District
10
Harris County Mayors' and Councils' Assoc.
Harris County MUD #50
Harris County W.C.l.D. Fondren Road
Lakeview Police Department
Living Bank International
Memorial Villages Police Department
Montgomery County ESD 7
Polk Central Appraisal District
Texas Southern University
Texas Paralyzed Veterans
U.S. Africa Energy Association
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ADDITIONAL EXPERIENCED TEAM
SENIOR MANAGER
Tray Moses
· 19 years government and non-profit audit experience
· More than 200 yellow book/single audits
· More than 500 governmental audits with approximately 400
school district audits
· Approximately 20 non-profit audits
· Approximately 40 agreed upon procedures engagements
· Current Treasurer - Austin County Go Texan Committee
· Past Treasurer - Bellville Chamber of Commerce
· Past Treasurer - Austin County Fair Board
· More than 7 years experience as an Audit Manager
SENIOR AUDITOR
Amanda S. Wilbert, CFE
· 3 years of public accounting audit experience
· Bachelor of Science in Accounting & Forensic Accounting
· Graduate of Edinboro University of Pennsylvania
· Summa Cum Laude
· Candidate for Certified Public Accountant
· Certified Fraud Examiner
IN-CHARGE AUDITOR
Scott Kohler, CFE
· 4 years of Accounting Experience
· Bachelor of Science in Accounting
· Graduate ofthe University of Houston Clear Lake
· Candidate for Certified Public Accountant
· Certified Fraud Examiner
11
BELT HARRIS PECHACEK, LLLP
Certified Public Accountants
HOUSTON
730 NORTH POST OAK ROAD, SUITE 401
HOUSTON, TEXAS 77024
(713) 263.1123 PHONE
(713) 263.1550 FAX
BELLVILLE
6100 WINDY HILL LANE
BELLVILLE, TX 77418
(979) 865.3169
AUSTIN
100 CONGRESS AVENUE, SUITE 2000
AUSTIN, TEXAS 78701
(512) 381.0222
y~~ po-a ftF tlfe ~o-Ftanttp to- /ifeJent o-aF /lFm.
Governmental and Nonpro/it Audits Sealed with Excellence