2011-R-10 Armstrong, Vaughan & AssociatesRESOLUTION NO. 11-R-10
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF
SCHERTZ, TEXAS AUTHORIZING THE EXTENSION OF THE
INDEPENDENT AUDIT SERVICES CONTRACT FOR TWO YEARS
WITH ARMSTRONG, VAUGHAN & ASSOCIATES
WHEREAS in September 2008, the City of Schertz (the "City") solicited proposals for
Independent Audit Services and after reviewing all proposals authorized the City Manager to
enter into a contract with Armstrong, Vaughan & Associates and
WHEREAS the contract is for three years, with two one-year extensions, at the City's
option, and the contract is currently in its third year and
WHEREAS the Audit Committee of the City of Schertz (the "City") met on February 24,
2011 and recommended that the City extend the Independent Audit Services Contract with
Armstrong, Vaughan & Associates for two-years and
WHEREAS, the City Council has determined that it is in the best interest of the City to
extend the contract.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
THAT:
Section 1. The City Council hereby authorizes the City Manager to extend the
contract with Armstrong, Vaughan & Associates for independent audit services for two years in
accordance with the attached letter of engagement.
Section 2. The recitals contained in the preamble hereof are hereby found to be true,
and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a
part of the judgment and findings of the City Council.
Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with
any provision of this Resolution are hereby repealed to the extent of such conflict, and the
provisions of this Resolution shall be and remain controlling as to the matters resolved herein.
Section 4. This Resolution shall be construed and enforced in accordance with the
laws of the State of Texas and the United States of America.
Section 5. If any provision of this Resolution or the application thereof to any person
or circumstance shall be held to be invalid, the remainder of this Resolution and the application
of such provision to other persons and circumstances shall nevertheless be valid, and the City
Council hereby declares that this Resolution would have been enacted without such invalid
provision.
Section 6. It is officially found, determined, and declared that the meeting at which
this Resolution is adopted was open to the public and public notice of the time, place, and subject
so~oaoas.i -1-
matter of the public business to be considered at such meeting, including this Resolution, was
given, all as required by Chapter 551, Texas Government Code, as amended.
Section 7. This Resolution shall be in force and effect from and after its final
passage, and it is so resolved.
PASSED AND ADOPTED, this 8"' day of March, 2011.
ATTE
j'" ~c`'__~A~
rty Secretary
(CITY SEAL)
CITY OF HERTZ, TEXAS
o
- L'L. / ~C ~C-CnJ- -~
Mayor
soaoso~s.i -2-
SHARF,HOI,[)EItS:
Nancy L. Vaughan, CPA ~ ~ t~'mstrong, VaUgllari ~ Associates, P.C
Deborah r. Praser, CPA Certified Public Accountants
March 4, 2011
City of Schertz
1400 Schertz Parkway
Schertz, TX 78154
We are pleased to confirm our understanding of the services we are to provide City of Schertz for the
years ended September 30, 20] 1 and 2012. We will audit the financial statements of the
governmental activities, the business-type activities, the aggregate discretely presented component
units, each major fund, and the aggregate remaining fund information, which collectively comprise
the basic financial statements, of City of Schertz as of and for the year ended September 30, 2011.
Accounting standards generally accepted in the United States provide for certain required
supplementary information (RSI), such as management's discussion and analysis (MD&A), to
supplement City of Schertz' basic financial statements. Such information, although not a part of the
basic fmancial statements, is required by the Governmental Accounting Standards Board who considers it
to be an essential part of financial reporting for placing the basic fmancial statements in an appropriate
operational, economic, or historical context. As part of our engagement, we will apply certain limited
procedures to City of Schertz' 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 Schedule -General Fund
3. Schedule of Funding Progress -Defined Benefit Pension
Supplementary information other than RSI also accompanies City of Schertz' 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.
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 additional information referred to in the first paragraph
when considered in relation to the basic financial statements taken as a whole. The objective also
includes reporting on:
941 Mesl Byrd Blvd., Suite 101 • Universal Cily, Texas 78148
Phone: 210-G58•G229 • hex: 2I0-G59.7GI 1 • Gnail: vauRhan@avacPa.com • www.avupacom
• Internal control related to the financial statements and compliance with the provisions of
applicable laws, regulations, contracts, agreements, and grants, 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 Slates, Local
Governments, and Non-Profrt Organizations.
The reports on internal control and compliance 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 and is not
intended to be and should not be used by anyone other than these specified parties.
Our audit will be conducted in accordance with U.S. 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 program(s) in
accordance with Circular A-133, and other procedures we consider necessary to enable us to express
such opinions and to render the required reports. If our opinions on the financial statements or the
Single Audit compliance opinions are 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 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. 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 and for accepting
full responsibility for such decisions. You are responsible for making all management decisions and
performing all management functions relating to the financial statements, schedule of expenditures of
federal awards, and related notes and for accepting full responsibility for such decisions. You will be
required to acknowledge in the management representation letter our assistance with preparation of the
financial statements and the 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. Further, you are required to designate an
individual with suitable skill, knowledge, or• experience to oversee any nonaudit services we provide
and for evaluating the adequacy and results of those services and accepting responsibility for them.
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 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 fair presentation in the financial
statements of the respective financial position of the governmental activities, the business-type
activities, the aggregate discretely presented component units, each major fund, and the aggregate
remaining fund information of the City of Schertz and the respective changes in financial position and,
2
where applicable, cash flows 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 and financial information is reliable and properly recorded.
Your responsibilities also include identifying significant vendor relationships in which the vendor has
the 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
for confirming to us in the 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 or illegal acts affecting the
government involving (1) management, (2) employees who have, significant roles in internal control,
and (3) others where the fraud or illegal acts 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 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 make the audited fmancial statements readily available to
users of the supplementary information no later than the date the supplementary information is issued
with our report thereon.
Management is responsible for establishment and maintenance of 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 or 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 or other engagements 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. 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 an audit is designed to provide reasonable, but not absolute assurance 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. In addition, an audit is not designed to detect
3
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 you of
any material errors and any fraudulent financial reporting or misappropriation of assets that come to
our attention. We will also inform you of any violations of laws or governmental regulations 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 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.
Audit Procedures-Internal Controls
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.
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 City of Schertz' 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
Standrn•ds.
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 test 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
4
each of City of Schertz' major programs. The purpose of those procedures will be to express an
opinion on City of Schertz' compliance with requirements applicable to each of its major programs in
our report on compliance issued pursuant to OMB Circular A-133.
Audit Administration, Fees, and Other
At the conclusion of the engagement, we will complete the appropriate sections of and sign the Data
Collection Form that summarizes our audit findings. We will provide our reports to the City;
however, 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' repots
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 audit documentation for this engagement is the property of Armstrong, Vaughan & Assoc.,
P.C. and constitutes confidential information. However; pursuant to authority given' by law or
regulation, we may be requested to make certain audit documentation available to its designee, 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 cant' 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 Armstrong, Vaughan & Assoc., P.C.
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. If we are aware that a federal awarding agency, pass-through entity, or auditee is contesting an
audit finding, we will contact the paity(ies) contesting the audit finding for guidance prior to destroying
the audit documentation.
We expect to begin our audit on approximately December 13, 2011 and to issue our reports no later
than March 15, 2012. Deborah F. Fraser, CPA, is the engagement partner and is responsible for
supervising the engagement and signing reports or authorizing audit 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.) and we anticipate our fee,
including expenses, will approximate $46,500. 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. 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.
A single audit is required during any fiscal year the City expends $500,000 or more in federal funds.
Should a single audit be required for any period during the engagement, our fees will be 1% of the
total annual federal expenditures, with a minimum fee of $5,000 for the single audit.
GovernmentAuditingStandards require that we provide you with a copy of our most recent external peer
review report and any letter of comment, and any subsequent peer review reports and letters of
comment received during the period of the contract. Our 2009 peer review accompanies this letter.
5
We appreciate the opportunity to be of service to the City of Schertz 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,
q~.,.~c~..~~..e~
Armstrong, Vaughan & Assoc., P.C.
RESPONSE:
This left o tly se rth the understanding of City of Schertz.
By:
Title: / l~oyL
Date: Dr ~UII
WILT & HENDERSON, P.C.
CERTIFIED PUI3LICAIX:OUNTANTS
System Roviow Report
July 29, 2009
Tc the Shareholders
Armstong, Vaughan & Associates, P.C.
And the Peer Review Committee of the Texas Society of CPAs
Member olAmerican Inariwre of Cert111eJ Pu61h Aum
Member of Center (or Publle Company Audlr nrnaa
MrmM1er of AICPA Gmernmemal Amon Qnalny Cemrr
We have reviewed the system of quality cartrol for the accounting and auditing practice of
Armstrong, Vaughan & Associates, P.C. (the firm) in effect for the year ended Januay 31, 2009.
Our peer review was conducted in accorelance with the Standm~ds for Performing and Reporting
on Peer Reviews established by the Pear Review board of the American Institute of Certified
Public Accountants. 'fhe firm is Insponsible~for designing a system of quality control and
complying with it to provide the firm with reasonable assurance of performing mtd reporting in
conformity with applicable profEssional standards in all material respects. Our responsibility is to
express an opinion ou the design of the system of quality control and the firm's compliance
therewith based on our review. The nature, objectives, scope, limitations of, mtd the procedures
performed in a System Review are described in the standards at vnvw,aic a.or • rsummaiv.
As required by the standards, angagcments selected for review included engagements perforated
under the Government AuditbtgStandard.
In our opinion, the system of qualify control for the accounting and auditing practice of
Armstrong, Vaughan & Associates, P,C. in effecf for the year ended January 31, 2009, has been
suitably designed and complied with to provide the firm with reasonable assurance of performing
mId reporting in conformity with applicable professional standards in all material respects. Firms
eau Iccoive a rating of pass, pass with deficiencies, or fail Armstrong, Vaughan & Associates,
Y.C. Iles I'eceived a peer review rating of pass.
W ilf & Henderson, P. C.
1470 Grllvge Urire • P.O. Uox 5197 • 7exarkana,'fcxas 75505 • 9 017 73 5 6 4E • FAx 903~792~763n • awvwwllhvn.eom
SHAREHOLDERS:
Nancy L. Vaughan, CPA ~ ~ Armstrong, Vaughan ~ Associates, PC.
Deborah F. Fraser, CPA Certified Public Accountants
March 3, 2011
Schertz Economic Development Corporation
1400 Schertz Parkway
Schertz, Texas 78154
We are pleased to confirm our understanding of the services we are to provide to the Schertz Economic
Development Corporation for the years ending September 30, 2011. We will audit the financial
statements of the governmental activities and each major fiord, which collectively comprise the basic
financial statements of the Schertz Economic Development Corporation as of and for the year ended
September 30, 2011. Accowrting standards generally accepted in the United States provide for certain
required supplementary information (RSI), management's .discussion and analysis (MD&A), to
supplement the Schertz Economic Development Corporation' 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 contest. As part of our
engagement, we will apply certain limited procedures to the Schertz Economic Development
Corporation' 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:
I) Management's Discussion and Analysis
2) The Schedule of Revenues, Expenditures and Changes in Fund Balance- Budget and Actual
Audit Objective
The objective of our audit is the expression of an opinion as to whether the 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 additional information referred to in the first paragraph when considered in
relation to the financial statements taken as a whole. Our audit will be conducted in accordance with U.S.
generally accepted auditing standards and will include tests of the accounting records and other
procedures we consider necessary to enable us to express such opinions. If our opinions on the financial
statements are 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 express an opinion, we may decline to
express an opinion or may not 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 are also responsible for making all management decisions and
performing all management functions; for designating an individual with suitable skill, knowledge, or
experience to oversee our assistance with the preparation of your financial statements and related notes
and any other nonattest services we provide; and for evaluating the adequacy and results of those services
and accepting responsibility for them.
941 West Byrd Blvd., Suite 101 • Universal City, Texas 78148
Phone: 210-658-6229 Fax: 210-659-7611 • Email: vaughan@avacpa.com • www.avacpa.com
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 fair
presentation in the financial statements of the respective financial position of the governmental activities
and each major fund of the Schertz Economic Development Corporation and the respective changes in
financial position in conformity with U.S. generally accepted accounting principles.
Management is responsible for making all fmancial records and related information available to us and
for the accuracy and completeness of that information. Your responsibilities include adjusting the
financial statements to con'ect material misstatements and for confirming to us in the 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 conttols to prevent and detect
fraud, and for informing us about all known or suspected fraud or illegal acts affecting the corporation
involving (a) management, (b) employees who have significant roles in internal control, and (c) others
where the fraud or illegal acts 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 corporation received in communications from employees, former employees, regulators, or
others. In addition, you are responsible for identifying and ensuring that the corporation complies with
applicable laws and regulations. You are responsible for the preparation of the supplementary
information in conformity with U.S. generally accepted accounting principles. You agree to include ow'
report on the supplementary information in any document that contains and indicates that we have
reported on the supplementary information. You also agree to present the supplementary infmmation with
the audited financial statements 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.
Audit Procedures -General
a
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 abort whether the financial statements are free of material misstatement, whether fi•om
(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 an audit is designed to provide reasonable, but not absolute, assurance 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. In addition, an audit is not designed to detect immaterial misstatements, or
violations of Taws or governmental regulations that do not have a direct and material effect on the
financial statements. However, we will inform you of any material en'ors and any fraudulent fmancial
reporting or misappropriation of assets that come to ow attention. We will also inform you 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, creditors,
and financial instihrtions. We will request written representations from your attorneys as part of the
engagement, and they may bill you for responding to this inquhy. At the conclusion of our audit, we will
also 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 tinder professional standards.
Audit Procedures -Compliance
As par[ of obtaining reasonable assurance about whether the financial statements are free of material
misstatement, we will perform tests of the Schertz Economic Development Corporation's compliance
with applicable laws and regulations and the provisions of 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.
Audit Administration, Fees, and Other
Our fee for these services will be at our standard hourly rates and we anticipate the fee to approximate
$7,000 fm~ the fiscal year ending September 30, 2011. Our standard hourly rates vary according to the
degree of responsibility involved and the esperience level of the personnel assigned to yom~ audit. Our
invoices for these fees and reimbursements will be rendered each month as work progresses and are
payable on presentation. The above fee is based on anticipated cooperation fi~om 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 the
additional costs are incurred.
We appreciate the opporhmity to be of service to the Schertz Economic Development Corporation and
believe this letter accurately summarizes the significant terms of our engagement. If yon 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.
Sincerely yours,
~. ~ ~,t.~,,, cva
Deborah F. Fraser, CPA
Armstrong, Vaughan & Assoc., P.C.
ACCEPTED BY:
Signahue
Ct~-l., I~l~iv~u~e2
Title
Date
CITY OF SCHERTZ CONTRACT APPROVAL FORM
A. To be completed by Depmrtment Head
Contract with: Armstrong, Vaughan, & Associates Contract amount: $Professional Contract To Be Ne otg fated
Contract for: Independent Audit Services
Contract propose and amount in the budget:
Q yes ^ no-budget amendmentreq'd
^ no -exempt because
Funds available to pay Contract: Dyes Fund/Account to be charged: 101-167-541400
Contract required to be bid: ^ yes d no
Bidding completed: ^ yes ^ NA (if bidding is not required)
Bidding exemption (if bidding is not required): This is a two year renewal
Contract approved by City Council: Q yes ^ no
Date of City Council approval: September 8, 2008 ^ NA (if approval is not req'd)
If not approved by City Council, why not:
No blanks or missing exhibits in contract Q yes
Terms of contract reviewed and approved by Department Head: Q yes
Contract termination date: Seotember 8.2011 Contract renewal date: 2011 ^ NA
Contract reviewed and approved by City Attorney: Dyes ^ not requested
Contract reviewed and approved by City Engineer: ^ yes Q not requested
Signature by City Manager recommended: Bf YES ~jJ
Department Head's signature:
B. To he completed by Purchasing and Asset Management Director
Contract reviewed and approved for insurance, wan~anty, and indemnity requirements: Q yes
Contract properly bid in accordance with City Purchasing Policy ^ yes Q NA Renewal Option
Signature by City Manager recommended: QI YES
Purchasing and Asset Management Dh•ectm•'s signature: ~~~ /t
C. To be completed by Assistant City Manager ~~"
Contract reviewed and approved: Dyes
Contract purpose and amount in the budget: Q yes ^ no -budget amendment req'd
^ uo -exempt because
Funds available to pay Contract: Dyes Fund/Account to be
Signature by City Manager
Assistant City Manager's s
D. To be completed by Assistant to the
Approval Form completed: Q yes `"
Budget amendment required: ^ yes Q no
Signature by City Manager recommended: ld YES //'
Assistant to the City Manager's signature:li~,t7a
E. City Secretary n
Date fully-executed contract received by City Secretary: ~9._tX/-~ hMA.n
Filed as: ~~~t3yY~ I~ Date filed to Laserfisch:J-"I'C~
50335618.2