09-09-2008 AgendaSCHERTZ CITY COUNCIL WORKSESSION AND REGULAR SESSION L COMPLEX COUNCIL CHAMBERS PARKWAY BUILDING #4 SCHERTZ, TEXAS 78154 9-9-08 Council Agenda MUNICIPA 1400 SCHERTZ AGENDA TUESDAY, SEPTEMBER
9, 2008 AT 5:00 P.M. SPECIAL WORKSHOP MEETING Municipal Complex Council Chambers Conference Room and Council Chambers 5:00 P. M. CALL TO ORDER: Mayor to call Workshop to order and receive
information from Staff regarding RFP’s received for Audit Services. (Staff – Council Conference Room) Mayor to adjourn into the Council Chambers for the following: 1. A. Presentation
by City Staff on RFP’s received for Audit Services. (J. Santoya) • Presentation by Armstrong, Vaughan & Associates (Debbie Fraser) • Presentation by Darilek, Butler & Associates (Lisa
Garner) B. Bid No: 08-FIN-31-PS-01 – Consideration and/or action awarding a bid for Audit Services. (K. Lewinski) ADJOURNMENT WORKSHOP: REGULAR SESSION CALL TO ORDER: INVOCATION AND
PLEDGES OF ALLEGIANCE TO THE FLAGS OF THE UNITED STATES AND STATE OF TEXAS. INTRODUCTIONS • Cit?y employees in the Marshal Department (J. Bierschwale) PRESENTATION • Kell Munoz – Schertz
Recreation Center HEARING OF RESIDENTS This time is set-aside for any person who wishes to address the City Council. Each person should fill out the Speaker’s register prior to the meeting.
Presentations should be limited to no more than 5 minutes. The presiding officer, during the Hearing of Residents portion
of the agenda, will call on those persons who have signed up to speak in the order they have registered. ANNOUNCEMENTS • General Announcements on meetings/events attended and upcoming
events (Council) • General Announcements on meetings/events attended and upcoming events (Mayor) REGULAR AGENDA 1. Resolution No. 08-R-44 -Construction Management Agreement – Consideration
and/or action approving a resolution authorizing a Personal Services Construction Management Agreement with David Dorrough in connection with the construction of the City’s new Recreation
Center (L. Truitt) 2. Minutes -Consideration and/or action regarding the approval of the minutes of the Regular Meeting of September 2, 2008. 3. Ordinance No. 08-M-43 -Consideration
and/or action approving an ordinance establishing a City of Schertz Consolidated Fee Schedule. Final Reading (J. Bierschwale & D. Harris) 4. Board of Trustee Election – Consideration
and/or action regarding the Texas Municipal League Intergovernmental Risk Pool Board of Trustees Trustees Election. (D. Taylor) (Placed back on agenda awaiting recommendations from City
Manager) 5. Resolution No. 08-R-46 – Consideration and/or action approving a resolution for an amendment of the Cibolo Creek Municipal Authority’s Boundaries. (S. Willoughby) PUBLIC
HEARING/ORDINANCE 6. Public Hearing Fiscal Year 2008-09 Budget – Conduct a public hearing and consideration and/or action approving the City of Schertz FY 2008-09 Budget (J. Santoya)
Ordinance No. 08-T-44 Consideration and/or action approving an Ordinance Adopting the FY 2008-09 budget. First Reading (J. Santoya) 7. Second Public Hearing on Proposed Tax Rate for
Fiscal Year 2008-09 – Conduct a public hearing and consideration and/or action regarding the adoption of the FY 2008-09 tax rate. (J. Santoya) Ordinance No. 08-T-45 Consideration and/or
action approving an Ordinance on the proposed FY 2008-09 Tax Rate. First Reading (J. Santoya) ANNOUNCEMENTS – CITY MANAGER AND STAFF 9-9-08 City Council Agenda Page -2 -
• General Announcements on meetings/events attended and upcoming events EXECUTIVE SESSION Called under Section 551.071 Litigation, pending litigation; Section 551.072 Texas Government
Code -Deliberation regarding the purchase, exchange, sale, lease, or value of real property. RECONVENE TO REGULAR SESSION 8. Take any action deemed necessary as a result of the Executive
Session. ADJOURNMENT CERTIFICATION I, BRENDA DENNIS, CITY SECRETARY OF THE CITY OF SCHERTZ, TEXAS, DO HEREBY CERTIFY THAT THE ABOVE AGENDA WAS POSTED ON THE OFFICIAL BULLETIN BOARDS
ON THIS THE 4th DAY OF SEPTEMBER, 2008 AT 2:30 P.M., WHICH IS A PLACE READILY ACCESSIBLE TO THE PUBLIC AT ALL TIMES AND THAT SAID NOTICE WAS POSTED IN ACCORDANCE WITH CHAPTER 551, TEXAS
GOVERNMENT CODE. Brenda Dennis BRENDA DENNIS, TRMC, CMC CITY SECRETARY I CERTIFY THAT THE ATTACHED NOTICE AND AGENDA OF ITEMS TO BE CONSIDERED BY THE CITY COUNCIL WAS REMOVED BY ME FROM
THE OFFICIAL BULLETIN BOARD ON _____DAY OF _______________, 2008. ____________________________Title:__________________________ This facility is accessible in accordance with the Americans
with Disabilities Act. Handicapped parking spaces are available. If you require special assistance or have a request for sign interpretative services or other services please call 619-1030
at least 24 hours in advance of meeting. 9-9-08 City Council Agenda Page -3 -
9-9-08 City Council Agenda Page -4 -COUNCIL ASSIGNMENTS Mayor Baldwin Liaison -Schertz Seguin Local Government Corporation Liaison -Schertz Historical/Preservation Committee Interview
Board for Boards and Commissions Investment Advisory Committee ASA Commuter Rail District Board Mayor Pro-Tem Wilenchik Investment Advisory Committee Liaison -Schertz Chamber of Commerce
Liaison -Board of Adjustments Audit Committee Interview Board for Boards and Commissions Liaison – TIRZ II Board AACOG Advisory Committee AACOG Economic Development TML Board of Directors
TML Municipal Revenue & Taxation Committee Councilmember Fowler Liaison -Schertz Economic Development Corporation Liaison -Parks & Recreation Advisory Board Interview Board for the Boards
and Commissions Councilmember Carpenter Liaison -Library Advisory Board Liaison -Planning and Zoning Commission Liaison -50th Year Anniversary Committee Liaison -Schertz Youth Commission
Liaison – TIRZ II Board Councilmember Scagliola Liaison -Transportation Safety Advisory Commission Liaison -Schertz Humane Society Alternate Interview Board for Boards and Commissions
Liaison – Schertz Sweetheart Court Councilmember Trayhan Liaison -Schertz Housing Authority Audit Committee
Agenda No. 1 CITY COUNCIL MEMORANDUM City Council Meeting: September 9, 2008 Department: Parks and Recreation Subject: Construction Management Agreement for the construction of new Recreation
Center BACKGROUND Staff recommends that the City enter into a Construction Management Agreement with David Dorrough in connection with the construction of new Recreation Center. This
is a personal services contract which does not require public bidding. FISCAL IMPACT $531,000 RECOMMENDATION Adoption of Resolution 08-R-44 ATTACHMENT Resolution 08-R-44, with Construction
Management Agreement attached CCM (Dorrough Agmt).doc
RESOLUTION NO. 08-R-44 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A PERSONAL SERVICES CONSTRUCTION MANAGEMENT AGREEMENT WITH DAVID DORROUGH OTHER MATTERS
IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the “City”) has determined that the City requires personal services relating to construction management oversight
in connection with the construction of the City’s new recreation center to be located at 621 Westchester Drive in the City; and WHEREAS, pursuant to Section 252.022(a)(4), the City is
not required to seek bids or proposals with respect to a procurement for personal, professional, or planning purposes; and WHEREAS, the City Council has determined that it is in the
best interest of the City to contract for such services with David Dorrough pursuant to the Construction Management Agreement attached hereto as Exhibit A (the “Agreement”). 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 execute and deliver the Agreement with David Dorrough in substantially
the form set forth on Exhibit A. 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 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. Resol (Dorrough Agmt).doc
Resol (Dorrough Agmt).doc 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 9th day of September,
2008. CITY OF SCHERTZ, TEXAS Mayor ATTEST: City Secretary (CITY SEAL)
EXHIBIT A CONSTRUCTION MANAGEMENT AGREEMENT Resol (Dorrough Agmt).doc A-1
50093041.3 1 CONSTRUCTION MANAGEMENT AGREEMENT This Construction Management Agreement effective as of September 15, 2008 (this “Agreement”) is between the City of Schertz, Texas, a political
subdivision of the State of Texas (the “City”), and David Dorrough, an individual (the “Construction Manager”). WHEREAS, the City desires to construct a new Recreation Center to be located
at 621 Westchester Drive in the City, more specifically described on Exhibit A attached hereto (the “Project”); WHEREAS, the City will perform the duties of General Contractor on the
Project; WHEREAS, the City desires that the Construction Manager provide construction management services for the Project; WHEREAS, the City and the Construction Manager have determined
to enter into this Agreement relating to the provision of construction management services for the completion of the Project and to set out the terms, rights, duties, and responsibilities
of the City and the Construction Manager with respect thereto; NOW, THEREFORE, in consideration of the foregoing and the agreements contained herein, the City and the Construction Manager
agree as follows: ARTICLE I THE RECREATION CENTER PROJECT AT 621 WESTCHESTER DRIVE Section 1.1. Services to be Provided by the Construction Manager. (a) The Construction Manager will
perform the construction management services for the City relating to the Project described on page B-1 of Exhibit B attached hereto (the “Services”). The Subcontractors for the Project,
when selected by the City, shall be listed on page B-2 of Exhibit B. The preliminary Project schedule is set forth on page B-3 of Exhibit B. Such schedule may be modified from time to
time by the City, and the schedule, as modified, shall be attached to this Agreement as a substitute page B-3. The initial Project budget is set forth on page B-4 of Exhibit B. Such
budget may be modified from time to time by the City, and the budget, as modified, shall be attached to this Agreement as a substitute page B-4. (b) The Construction Manager’s Services
Services hereunder will primarily be rendered at the City’s new Recreation Center, to be located at 621 Westchester Drive, Schertz, Texas 78154. (c) The Construction Manager is not a
“construction manager at risk”, as described in Section 271.118(b), Texas Local Government Code, as amended. (d) The City and the Construction Manager agree that the Construction Manager
is an independent contractor and not an agent or employee of the City, and the Construction Manager shall not be under the general direction, control, or supervision of the City
50093041.3 2 except to the extent that the City may be required by law to exercise certain supervision over services provided for the City, including the Services. The City will not
impose duties or constraints of any kind on the Construction Manager that would make the Construction Manager an employee or agent of the City. The City and the Construction Manager
agree that their relationship arising from this Agreement does not constitute a general agency, joint venture, partnership, employment relationship, or franchise between them. (e) The
Construction Manager acknowledges that he will control the conduct and means of performing the Services required of the Construction Manager under this Agreement. The Construction Manager
will provide all of the Services himself or will utilize his own employees or his own independent contractors. He agrees to adhere to all appropriate professional standards, including
the maintenance of all licenses and permits required by law for any of the Services to be performed by by him, and to complete all work in a timely manner. (f) The Construction Manager
shall be solely responsible (i) for all wages and benefits and contractual payments owing to his employees and independent contractors, respectively, (ii) for all withholding and all
other obligations with respect to all federal or state taxes relating to such persons and to himself, and (iii) compliance with all federal, state, and local laws resulting from his
legal relationship with such persons. The Construction Manager agrees that the City will have no responsibility or obligation for or with respect to any such matters. (g) The Construction
Manager shall provide, at his sole expense, general liability insurance ($200,000 per occurrence, $1,000,000 annual aggregate) with respect to the Services, providing that such insurance
may not be reduced or cancelled without at least thirty (30) days prior written notice to the City and naming the City as an additional insured, and the Construction Manager shall provide
a certificate evidencing such insurance coverage prior to commencing any work hereunder or at time during the term of this Agreement upon the request of the City. In addition, the Construction
Manager warrants that he will provide all required workers compensation coverage to all persons employed by him in delivering the Services. (h) The Construction Manager agrees to indemnify
and hold harmless the City, its employees, agents, and representatives from and against any claims, debts, demands, suits, costs, or charges, including reasonable attorney’s fees, arising
in connection with the Construction Manager’s Services hereunder. Section 1.2. City’s Obligations. (a) The City will perform the duties of General Contractor for the Project. The City
will notify the Construction Manager of any changes to the scope of the Project, the construction schedule, or the preliminary budget and draw schedule included in Exhibit B. In addition,
the City will notify the Construction Manager of all subcontractors selected by the City for the Project, which, when selected, shall be added to the list of subcontractors included
in Exhibit B. The City (through its Purchasing Department, in consultation with the Project Architect, the Construction Manager, and the City’s Director of Development Services) shall
be responsible for the bidding process for all subcontractors. Neither the Construction Manager nor
50093041.3 3 any company owned in whole or in part by the Construction Manager shall submit a bid for any portion of the Project. (b) The City Manager’s office will coordinate the Construction
Manager’s Services relating to the Project. The City Manager hereby designates Leonard Truitt, the Director of Development Services, as the Construction Manager’s primary contact with
the City. Section 1.3. Compensation. In consideration of the Services provided by the Construction Manager, the City will pay the Construction Manager a total payment of $520,264.26,
in eleven monthly installments of $43,350 on the 15th day of each month, commencing September 15, 2008 through July 15, 2009 and a final payment of $43,414.26 on the date the City’s
Director of Development Services certifies that the Project has been completed. The Construction Manager will not be eligible to receive any City benefits and the City will not be responsible
for any tax withholding for the Construction Manager. ARTICLE II GENERAL AND MISCELLANEOUS PROVISIONS Section 2.1. Term. This Agreement shall be for a term commencing September 15, 2008
and continuing through the completion of the Project, as evidence by issuance of a certificate of occupancy. This Agreement may be terminated by either party with thirty (30) days written
notice to the other party. Section 2.2. Approvals or Consents. Whenever this Agreement requires or permits approvals or consents to be hereafter given by any party hereto, such parties
agree that such approval or consent shall not be unreasonably withheld. Such approval or consent shall be given in writing and shall be effective without regard to whether given before
the time required herein. Section 2.3. Implied Waiver. The failure of either party hereto to insist, in any one or more instances, upon performance of any of the terms, covenants, or
conditions of this Agreement shall not be construed as a waiver of relinquishment of the future performance of any such term, covenant or condition by the other party hereto, but the
obligation of such other party with respect to such future performance shall continue in full force and effect. Section 2.4. Notice. Any notices contemplated under this Agreement shall
be deemed effectively given when personally delivered or received through United States certified mail posted to the noticed party at its address set forth below or the last-known post
office address, unless other addresses have been designated by written notice: If to the City: The City of Schertz 1400 Schertz Parkway Schertz, TX 78154 Attn: City Manager
50093041.3 4 with a copy to: Fulbright & Jaworski L.L.P. 300 Convent Street, Suite 2200 San Antonio, TX 78205 Attn: Michael Spain If to Construction Manager: David Dorrough 209 Rosegate
Cibolo, TX 78108 Section 2.5. Severability. The provisions of this Agreement are severable, and if any word, phrase, clause, sentence, paragraph, section or other part of this Agreement
or the application thereof to any person or circumstance shall ever be held by any court of competent jurisdiction to be invalid or unconstitutional for any reason, the remainder of
this Agreement and the application of such work, phrase, clause, sentence, paragraph, section or other part of this Agreement to the other persons or circumstances shall not be affected
thereby. Section 2.6. Merger. This Agreement together with such description, terms and conditions as may be included in the Exhibits attached hereto, constitute the entire agreement
between the parties relative to the subject matter hereof. There have been and are no agreements, covenants, representations, or warranties between the parties as to the subject matter
hereof other than those expressly stated or provided for herein. Section 2.7. Cooperation. Each party hereby agrees that it will take all actions and execute all documents necessary
to fully carry out the purpose and intent of this Agreement. Section 2.8. Governing Law and Venue. This Agreement is governed by the laws of the State of Texas, and the parties agree
that venue shall be in the courts of Guadalupe County, Texas. Section 2.9. Counterparts. This Agreement may be executed in multiple counterparts but will be considered as a single instrument
when it has been finally executed by all of the parties. [The remainder of this page intentionally left blank.]
50093041.3 5 IN WITNESS WHEREOF, the undersigned have entered into this Construction Management Agreement, effective as of the date first above written. CITY OF SCHERTZ, TEXAS By: City
Manager DAVID DORROUGH
50093041.3 A-1 EXHIBIT A PROJECT DESCRIPTION
50093041.3 A-2
50093041.3 A-3
50093041.3 A-4
50093041.3 A-5
50093041.3 B-1 EXHIBIT B 621 WESTCHESTER DRIVE RECREATION CENTER CONSTRUCTION MANAGER DUTIES, CONSTRUCTION SCHEDULE, PRELIMINARY BUDGET David Dorrough Construction Manager 621 Westchester
Drive, Recreation Center Provide oversight and supervision to all areas of construction to include the following: Provide on-and off-site Project management Provide on-site superintendent
Provide on-site foreman Provide administrative support team to track schedule and budget
50093041.3 B-2 SUBCONTRACTORS NAME OF SUBCONTRACTOR PROJECT ELEMENT
50093041.3 B-3 PROJECT SCHEDULE
50093041.3 B-4 PROJECT BUDGET
50093041.3 B-5
Agenda No. 2 CITY COUNCIL MEMORANDUM City Council Meeting: September 9, 2008 Department: Administration Subject: Minutes BACKGROUND On September 2, 2008 Regular City Council Meeting
was held at the Municipal Complex Council Chambers at 6:30 p.m., 1400 Schertz Parkway Building #4. FISCAL IMPACT None RECOMMENDATION Staff recommends Council approval of the September
2, 2008 minutes. ATTACHMENT Minutes 09/02/08
City Council Regular Meeting September 2, 2008 248 MINUTES REGULAR MEETING September 2, 2008 A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on
September 2, at 6:30 p.m., in the Municipal Complex Council Chambers, 1400 Schertz Parkway, Building #4, Schertz, Texas. The following members present, to-wit: Mayor Hal Baldwin Mayor
Pro-Tem Tony Wilenchik Council Member Jim Fowler Council Member David Scagliola Council Member John Trayhan Council Member Michael Carpenter Staff Present: City Manager Don Taylor Assistant
City Manager David Harris Assistant City Manager John Bierschwale City Attorney Michael Spain City Secretary Brenda Dennis CALL TO ORDER REGULAR MEETING Mayor Pro-Tem Wilenchik called
the meeting to order at 6:30 p.m. Mayor Pro-Tem Wilenchik mentioned that Mayor Baldwin was on his way. INVOCATION AND PLEDGES OF ALLEGIANCE TO THE FLAGS OF THE UNITED STATES AND STATE
OF TEXAS. Council Member Carpenter gave the Invocation followed by the Pledges of Allegiance to the Flags of the United States and State of Texas. HEARING OF RESIDENTS Mayor Pro-Tem
Wilenchik recognized the following: • Mr. David Richmond, Planning and Zoning Chair, who spoke on Planning and Zoning training dollars needed for the upcoming budget. Mayor Baldwin arrived
at 6:40 p.m. Council General Announcements: Council Member Fowler • Made a few comments regarding the Marshal Program. He also made a few comments on how the city can regulate employees
being promoted as well as had a few questions regarding pay ranges. Council Member Scagliola • Mentioned he attended the ribbon cutting for the new Walgreens last Friday and that he
also attended the TSAC meeting.
City Council Regular Meeting September 2, 2008 249 Council Member Trayhan • None Council Member Carpenter • None Mayor Pro-Tem Wilenchik • Mentioned he also attended the ribbon cutting
at the new Walgreens and attended the Schertz Chamber of Commerce meeting Friday. Items by Mayor • Announced that he met with members of staff today regarding the recent RFP’s received
for Auditing Services. He mentioned that at the next Council meeting a special workshop is set up for 5:00 p.m. to have staff present their information and then a presentation will be
made by the two (2) auditing firms that were chosen for Council consideration: Armstrong, Vaughan & Associates and Darilek, Butler & Associates. • Announced he received a letter and
invitation from Midtex Symphony for Sunday September 17, 2008 and asked if any other Council Member would be interested in attending. REGULAR AGENDA 1. Minutes -Consideration and/or
action regarding the approval of the minutes of the Regular Meeting of August 26, 2008. Mayor Baldwin recognized Council Member Trayhan who moved, seconded by Council Member Scagliola
to approve the minutes of August 26, 2008. Vote was unanimous. Motion Carried 2. Ordinance No. 08-M-42 -Consideration and/or action approving an ordinance establishing a Marshal Department.
Final Reading (J. Bierschwale) Mayor Baldwin recognized Assistant City Manager John Bierschwale who introduced this item answering questions from Council. Mayor Baldwin recognized Mayor
Pro-Tem Wilenchik who moved, seconded by Council Member Scagliola to approve Ordinance No. 08-M-42 final reading. Vote was unanimous. Motion Carried. 3. Ordinance No. 08-M-43 -Consideration
and/or action approving an ordinance establishing a City of Schertz Consolidated Fee Schedule. First Reading (J. Bierschwale) Mayor Baldwin recognized Assistant City Managers John Bierschwale
and David Harris who introduced this item answering questions from Council.
City Council Regular Meeting September 2, 2008 250 Mayor Baldwin recognized Mayor Pro-Tem Wilenchik who moved, seconded by Council Member Trayhan to approve Ordinance No. 08-M-43 first
reading. Vote was unanimous. Motion Carried. PUBLIC HEARING 4. Proposed Tax Rate for FY 2008-09 – Conduct a public hearing and consideration and/or action regarding the adoption of the
FY 2008-09 tax rate. (First required public hearing) (J. Santoya) Mayor Baldwin recognized Assistant City Manager David Harris who introduced this item answering questions from Council.
Mayor Baldwin opened the public hearing and as no one spoke; closed the public hearing and announced that the next public hearing on the proposed tax rate will be conducted on September
9, 2008 at 6:30 p.m. in the City Hall Council Chambers. DISCUSSION AND POSSIBLE ACTION 5. Setting Policy for City Council – Discussion and consideration and/or action setting policy
for submitting all materials/backup on agenda items prior to Council meetings. (M. Carpenter) Mayor Baldwin recognized Council Member Carpenter who introduced this item stating his concerns
on not receiving information in their agenda packets prior to the Council meetings. City Manager Don Taylor stated that he had already taken care of his concerns by issuing a Policy
Memo to all departments that if information is not forwarded to the City Secretary’s office in time item would be moved to the next meeting. ANNOUNCEMENTS – CITY MANAGER AND STAFF •
General Announcements on meetings/events attended and upcoming events None. EXECUTIVE SESSION Called under Section 551.071 Litigation, pending litigation; Section 551.072 Texas Government
Code -Deliberation regarding the purchase, exchange, sale, lease, or value of real property. Council did not meet in Executive Session. ADJOURNMENT As there was no further action, Mayor
Baldwin adjourned the meeting at7:18 p.m. ______________________________ Hal Baldwin, Mayor
City Council Regular Meeting September 2, 2008 251 ATTEST: _____________________________________ Brenda Dennis, TRMC, CMC City Secretary
Agenda No. 3 CITY COUNCIL MEMORANDUM City Council Meeting: September 9, 2008 Department: City Manager Subject: Consolidated Fee Schedule BACKGROUND Fees for many City licenses, permits,
and services are contained in many City ordinances. Staff has reviewed many of these fees and in some cases has recommended modifications. The attached Ordinance 08-M-43 consolidates
many City fees into a single Fee Schedule (Exhibit A to the Ordinance). Additional City fees may be added to the Fee Schedule in the future. The Ordinance also provides that future modifications
of the fees on the Fee Schedule may be added by resolution rather than by ordinance. Final Reading. FISCAL IMPACT None RECOMMENDATION Adoption of Ordinance 08-M-43 ATTACHMENTS Ordinance
08-M-43 Extra copy of the Fee Schedule. Yellow indicates a change from the fee currently in effect. Gray indicates a change from the version approved at first reading. CCM Fee Consolidation
Ordn.doc
ORDINANCE NO. 08-M-43 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AMENDING THE CITY OF SCHERTZ CODE OF ORDINANCES AND CERTAIN OTHER ORDINANCES BY AMENDING AND ESTABISHING
FEES FOR CERTAIN LICENSES, PERMITS, AND OTHER SERVICES PROVIDED BY THE CITY OF SCHERTZ; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES AS TO SUCH SUBJECT; PROVIDING
FOR FUTURE AMENDMENT OF THIS ORDINANCE BY RESOLUTION; PROVIDING A SEVERABILTY CLAUSE; PROVIDING FOR A PENALTY CLAUSE; PROVIDING A SAVINGS CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS,
the City of Schertz (the “City”) has established by ordinances and resolutions fees for licenses, permits, and services
provided by the City; and WHEREAS, the City Council has authorized a review and a consolidation of certain fees for licenses, permits, and services provided by the City; and WHEREAS,
the Schedule of Fees attached as Exhibit A reflects revisions to certain fees, a restatement of certain fees not revised, and a consolidation of all such fees; and WHEREAS, due to the
need for periodic modification of said fees and for the purposes of efficiency, the City Council desires to adopt future fee changes by resolution rather than by ordinance. NOW, THEREFORE,
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: SECTION 1. All persons, firms, or corporations applying for licenses or permits or receiving other City services
described on Exhibit A that require the payment of a fee incident to such application or service shall pay the fees as prescribed in the Fee Schedule attached hereto as Exhibit A and
made a part of hereof. It shall be a violation of this Ordinance to conduct any activity or commence any use or receive any service for which payment of a fee described herein is required
until such fee has been paid (if required to be paid in advance) or to fail to pay such fee when properly billed. SECTION 2. This Ordinance shall be cumulative of all provisions of ordinances
and of the Code of Ordinances of the City of Schertz, Texas as to the fees set forth on Exhibit A in Ordn 08-M-43.doc
effect on the effective date of this Ordinance, except where the provisions of this Ordinance are in direct conflict with the provisions of such ordinances and such Code, in which event
the conflicting provisions of such ordinances and such Code are hereby repealed. SECTION 3. The City Council may, from time to time, by ordinance add to the fees set forth on Exhibit
A, and the fees now or hereafter set forth on Exhibit A may be modified from time to time by resolution of the City Council. SECTION 4. It is hereby declared to be the intention of the
City Council that the phrases, clauses, sentences, paragraphs, and sections of this Ordinance are severable, and if any phrase, clause, sentence, paragraph, or section of this Ordinance
shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses,
sentences, paragraphs, and sections of this Ordinance, since the same would have been enacted by the City Council without the incorporation in this Ordinance of any such unconstitutional
phrase, clause, sentence, paragraph, or section. SECTION 5. Subject to the last sentence of this Section, any person, firm, or corporation who violates, disobeys, omits, neglects, or
refuses to comply with or who resists the enforcement of any of provisions of this Ordinance shall be fined not more than Five Hundred Dollars ($500.00) for each offense. Each day that
a violation is permitted to exist shall constitute a separate offense. If any other ordinance, including the Code of Ordinances, establishes a different penalty for the failure to pay
any fee on Exhibit A, the provisions of such other ordinance or the Code of Ordinances shall control with respect to such penalty. SECTION 6. All rights and remedies of the City are
expressly saved as to any and all violations of the provisions of the Code of Ordinances in effect on the effective date of this Ordinance and modified by this Ordinance or any other
ordinances in in effect on the effective date of this Ordinance and modified by this Ordinance and requiring the payment of fees for licenses, permits, and other services provided by
the City which have accrued on the effective date of this Ordinance; and any and all accrued violations and all pending litigation, both civil and criminal, whether pending in court
or not, under such ordinances, shall not be affected by this Ordinance but may be prosecuted until final disposition by the courts. Ordn 08-M-43.doc 2
Ordn 08-M-43.doc 3 SECTION 7. This Ordinance shall be in full force and effect from and after its final passage and any publication required by law. Passed and approved on first reading
this 2nd day of September, 2008. PASSED AND APPROVED ON FINAL READING this _____ day of September, 2008. Mayor, City of Schertz, Texas ATTEST: ___________________________________ City
Secretary, City of Schertz, Texas
EXHIBIT A City of Schertz Schedule of Fees Table of Contents City Secretary............................................................................................................................
A-1 Public Information Officer.......................................................................................................... A-3 Library..................................................
..................................................................................... A-4 Community and Civic Centers..................................................................................
................. A-5 Parks and Recreation................................................................................................................... A-6 Animals .............................
........................................................................................................ A-9 Police Department.........................................................................
........................................... A-11 Fire Department and Haz-Mat .................................................................................................. A-12 EMS
......................................................................................................................................... A-16 Planning and Zoning.....................................
........................................................................... A-19 Inspections ..........................................................................................................
.................... A-24 Drainage................................................................................................................................... A-28 Business Office
......................................................................................................................... A-29 Public Works-Streets ...................................................
............................................................ A-30 Garbage Garbage Collection ..........................................................................................................
........ A-30 Sewer Rates.............................................................................................................................. A-34 Water Rates...............................
.............................................................................................. A-35 Ordn 08-M-43.doc A-1
Agenda No. 4 CITY COUNCIL MEMORANDUM City Council Meeting: September 9, 2008 Department: Administration Subject: Board of Trustee Election BACKGROUND On August 15, 2008 the City received
an “Official Ballot” from the Texas Municipal League Intergovernmental Risk Pool Board of Trustee Election. As the City of Schertz is a member of the TML Risk Pool, we are entitled to
vote for Board of Trustee members. Names of officials listed on the ballot have been nominated to serve a six-year term on TML Intergovernmental Risk Pool Board of Trustees. Ballots
must be received no later than September 30, 2008 in order to be counted. FISCAL IMPACT None RECOMMENDATION Staff recommends: Place 1 Robert T. Herrera from Hondo Place 2 Mr. John Mitchiner
from Galveston County Place 3 Mr. Paul Parker from Lufkin Place 4 Mr. Rickey C. Childers from Lancaster
Agenda No. 5 CITY COUNCIL MEMORANDUM City Council Meeting: September 9, 2008 Department: Public Works Subject: Resolution No. 08-R-46 -CCMA’s Boundary Change BACKGROUND The City of Schertz
has requested the Cibolo Creek Municipal Authority to extend wastewater treatment service to an area outside the Authority’s boundaries (Dry Comal Watershed). FISCAL IMPACT No Fiscal
Impact to the City. RECOMMENDATION Staff recommends Council approval and support of the amendment of the Cibolo Creek Municipal Authority’s boundaries as presented. ATTACHMENT Resolution
No. 08-R-46 Proposed Service Area Exhibit
RESOLUTION NO. 08-R-46 BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, APPROVING THE AMENDMENT OF THE CIBOLO CREEK MUNICIPAL AUTHORITY’S BOUNDARIES. WHEREAS, the City of Schertz and
the Cibolo Creek Municipal Authority have entered into a wastewater service agreement dated February 15, 1985; and, WHEREAS, the City of Schertz has requested the Cibolo Creek Municipal
Authority to extend wastewater treatment service to an area described in Exhibit “A” outside the Authority’s boundaries in which the City would otherwise have the right to provide wastewater
treatment service absent an agreement with the Authority (the “New Service Area”); and, WHEREAS, the Cibolo Creek Municipal Authority is seeking the submission of legislation to amend
the Authority’s boundaries to include the New Service Area; and, WHEREAS, the City of Schertz hereby approves the amendment by legislative act of the Authority’s boundaries to include
the New Service Area, which will enable the residents within the New Service Area to participate in the Authority’s elections and thereby give such residents representation on the Authority’s
Board of Directors. NOW THEREFORE, be it resolved by the City Council of the City of Schertz, Texas: THAT, the City Council of Schertz, Texas hereby approves and supports the Texas Legislature
amending the boundaries of the Cibolo Creek Municipal Authority to include the New Service Area. PASSED, APPROVED AND ADOPTED this the 9th day of September, 2008. ______________________________
Mayor, Hal Baldwin City of Schertz, Texas ATTEST: _____________________________________ Brenda Dennis, City Secretary, City of Schertz
CIBOLO CREEK MUNICIPAL AUTHORITY DATE: OCT. 1, 2007 SCALE: 1" = 2000' SERVICE AREA LEGEND: CIBOLO CREEK MUNICIPAL AUTHORITY CIBOLO CREEK MUNICIPAL AUTHORITY (EXISTING SEWER SERVICE AREA)
(PROPOSED SEWER SERVICE AREA) CIBOLO CREEK MUNICIPAL AUTHORITY (PROPOSED TOWN CREEK PROJECT SEWER SERVICE AREA)
Agenda No. 6 CITY COUNCIL MEMORANDUM City Council Meeting: September 9, 2008 Department: Finance Subject: Public Hearing – Fiscal Year 2008-2009 Budget Ordinance No. 08-T-44 First Reading
BACKGROUND In accordance with applicable statutes and the City Charter, the City must conduct a public hearing to receive input on the proposed FY 2008-09 budget, including the budget
of the Economic Development Corporation. This is the first required public hearing and the final public hearing will be held on September 16, 2008 at 6:30 p.m. in the City Council Chambers.
FISCAL IMPACT General Fund $ 17,448,075 RECOMMENDATION Staff recommends that the Mayor open the public hearing, receive the public comment upon the proposed budget and close the public
hearing. Staff further recommends that the City Council approve first reading of Ordinance No. 08-T-44, adopting the budget for the fiscal year beginning October 1, 2008 and ending September
30, 2009. ATTACHMENT Ordinance No. 08-T-44
ORDINANCE NO. 08-T-44 AN ORDINANCE ADOPTING A BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2008, AND ENDING SEPTEMBER 30, 2009, IN ACCORDANCE WITH THE CHARTER OF THE CITY OF SCHERTZ,
TEXAS; PROVIDING FOR THE FILING OF THE BUDGET; PROVIDING THAT THIS ORDINANCE SHALL BE CUMULATIVE OF ALL ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Schertz is a home rule city acting under its charter adopted by the electorate pursuant to Article XI, Section 5 of the Texas Constitution and Chapter 9 of the Local
Government Code; and WHEREAS, the City Manager of the City of Schertz submitted a budget proposal to the City Council prior to the beginning of the fiscal year, and in said budget proposal
set forth the estimated revenues and expenditures and made the detailed classification as required by the City Charter of the City of Schertz, Texas; and WHEREAS, the City Council finds
that all provisions pertaining to the adoption of a budget contained in the City Charter have been in all things complied with; and WHEREAS, a Public Hearing was held by the City Council
of the City of Schertz, Texas on the 9th day of September, 2008; and WHEREAS, after a full and final consideration, the City Council is of the opinion that the budget should be approved
and adopted; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, THAT: SECTION 1. The budget of the Expenditures of the City of Schertz for the ensuing
Fiscal Year beginning October 1, 2008 and ending September 30, 2009, as modified by the City Council, be, and the same is, in all things, adopted and approved as the said City of Schertz
budget for the Fiscal Year beginning the first day of October, 2008, and ending the thirtieth day of September, 2009.
SECTION 2. The sums below are hereby appropriated from the respective funds for the payment of expenditures on behalf of the City government as established in the approved budget document:
2007-2008 BUDGET FUND EXPENSES General 17,448,075.00 Special Events 15,372.00 I & S 4,242,820.00 Water/Sewer 14,746,871.00 EMS 6,492,696.00 Drainage 655,046.00 -Economic Development
Corp 1,999,475.00 Hotel/Motel 369,100.00 Parks Fund 65,500.00 Recycling 18,000.00 Capital Recovery 372,079.00 $ 46,425,034 SECTION 3. A true and correct copy of this ordinance along
with the approved budget attached hereto, and any amendments thereto, shall be filed with the City Secretary. In addition, the City Manager is hereby directed to file or cause to be
filed a true and correct copy of this ordinance along with the approved budget attached hereto, and any amendments thereto, in the office of the County Clerk of Guadalupe, Comal and
Bexar Counties, Texas, as required by law. SECTION 4. This ordinance shall be cumulative of all provisions of ordinances and of the Code of Ordinances of the City of Schertz, Texas (2006),
as amended, except where the provisions of this ordinance are in direct conflict with the provisions of such ordinances and such Code, in which event the conflicting provisions of such
ordinances and such Code are hereby repealed. SECTION 5. It is hereby declared to be the intention of the City Council that the phrases, clauses,
sentences, paragraphs and sections of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall be declared unconstitutional by
the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections
of this ordinance, since the same would have been enacted by the City Council without the incorporation in this ordinance of any such unconstitutional phrase, clause, sentence, paragraph
or section. SECTION 6. This ordinance shall be in full force and effect from and after its final passage, and it is so ordained. PASSED AND APPROVED ON FIRST READING THIS 9th DAY OF
SEPTEMBER 2008. ___________________________ Hal Baldwin, Mayor ATTEST: _____________________________ Brenda Dennis, City Secretary PASSED AND APPROVED ON SECOND READING THIS ________
DAY OF SEPTEMBER 2008. ____________________________ Hal Baldwin, Mayor ATTEST: _____________________________ Brenda Dennis, City Secretary APPROVED AS TO FORM AND LEGALITY: __________________________
________ City Attorney
Agenda No. 7 CITY COUNCIL MEMORANDUM City Council Meeting: September 9, 2008 Department: Finance Subject: Ordinance No. 08-T-45 -Fiscal Year 2008-09 Proposed Tax Rate First Reading BACKGROUND
In accordance with Chapter 26 of the Texas Tax Code the City Council must hold two (2) public hearings on a proposed tax rate. At the August 12, 2008 regular session the City Council,
by record vote, established a proposed maximum tax rate of $0.4090 per $100 of value. This proposed rate is not subject to rollback, as it is the same rate adopted for FY 2007-08. This
public hearing will be the second and final public hearing. The first required hearing was conducted at the September 9, 2008 regular session. FISCAL IMPACT None RECOMMENDATION Staff
recommends that the City Council approve Ordinance No. 08-T-45 approving the Fiscal Year 2008-09 Proposed Tax Rate on first reading. The motion is “I move that property taxes be increased
by the adoption of a tax rate of $0.409000 and adoption of an ordinance adopting the 2008 tax rate. ” Further Staff recommends that the Mayor announce that the vote adopting the tax
rate will take place on September 16, 2008 at 6:30 P.M., City Council Chambers 1400 Schertz Parkway, Schertz Texas 78154. ATTACHMENT Ordinance No. 08-T-45
ORDINANCE NO. 08-T-45 AN ORDINANCE APPROVING THE APPRAISAL ROLL; SETTING THE TAX RATE; LEVYING AND ASSESSING GENERAL AND SPECIAL AD VALOREM TAXES FOR THE USE AND SUPPORT OF THE MUNICIPAL
GOVERNMENT OF THE CITY OF SCHERTZ, TEXAS; APPORTIONING THE LEVIES FOR SPECIFIC PURPOSES; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Manager of
the City of Schertz submitted a tax rate proposal to the City Council prior to the beginning of the fiscal year, and in said tax rate proposal set forth the estimated necessary tax rate
required to provide adequate revenues for the general use and support of the Municipal Government of the City of Schertz Texas; and WHEREAS, the City Council finds that all provisions
pertaining to the adoption of an ad valorem tax rate have been in all things complied with; and WHEREAS, a Public hearing was held by the City Council of the City of Schertz on the 2nd
day of September, 2008 and a second Public Hearing was held on the 9th day of September 2008; and WHEREAS, after a full and final consideration, the City Council is of the opinion that
the tax rate and ad valorem tax appraisal roll should be approved and adopted; and 1. WHEREAS, the taxes have been levied in accordance with the adopted 2008-09 budget as required by
state law; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, THAT: SECTION 1. The ad valorem tax appraisal roll and effective tax rate information as
presented by the tax assessor for the tax year 2008, be and is hereby in all things approved and adopted. SECTION 2. This tax rate will raise more taxes for Maintenance and Operations
than last year’s tax rate. SECTION 3. This tax rate will raise taxes for Maintenance and Operations on a $100,000 Home by approximately $ 2.21. SECTION 4. There is hereby levied and
assessed and there shall be collected for the tax year 2008 for the general use and support of the Municipal Government of the City of Schertz, Texas a total ad valorem tax of Forty
Point Ninety Cents ($0.4090) on each One Hundred Dollars
($100.00) of valuation of property – real and personal – within the corporate limits of the City of Schertz, Texas, subject to taxation. The assessment ratio shall be One Hundred percent
(100%). SECTION 5. The City Council of the City of Schertz, Texas, does hereby levy or adopt the tax rate on $100.00 valuation for this city for tax year 2008 as follows: 1. 0.259000
for the purpose of maintenance and operation 2. 0.150000 for the payment of principal and interest on debt 3. 0.409000 total tax rate SECTION 6. It is hereby declared to be the intention
of the City Council that the phrases, clauses, sentences, paragraphs and sections of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of the ordinance
shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses,
sentences, paragraphs and sections of this ordinance, since the same would have been enacted by the City Council without the incorporation in this ordinance of any such unconstitutional
phrase, clause, sentence, paragraph or section. SECTION 7. This ordinance shall be in full force and effect from and after its passage, and it is so ordained. SECTION 8. Ad valorem taxes
for the year are due and payable on October 1, 2008 and shall become delinquent after January 31, 2009. A delinquent tax shall incur all penalty and interest authorized by state law,
Section 33.01 of the Property Tax Code. Taxes that remain delinquent on and after July 1, 2009, incur an additional penalty of 15% of the amount of the taxes, penalty and interest due,
such additional penalty to defray the cost of collection as authorized in Section 6.30 of the Property Tax Code. The City shall have available all rights and remedies provided by law
for the enforcement of the collection of taxes levied under this ordinance. SECTION 9. Taxes are payable at the office of the counties of Comal, Bexar and Guadalupe. PASSED AND APPROVED
ON FIRST READING THIS 9th DAY OF SEPTEMBER 2008. ___________________________ Hal Baldwin, Mayor ATTEST:
_____________________________ Brenda Dennis, City Secretary PASSED AND APPROVED ON SECOND READING THIS ________ DAY OF SEPTEMBER 2008. ____________________________ Hal Baldwin, Mayor
ATTEST: _____________________________ Brenda Dennis, City Secretary APPROVED AS TO FORM AND LEGALITY: ___________________________________ City Attorney
CITY OF SCHERTZ BID SHEET BID ANNOUNCEMENT NUMBER RFP OS FIN 31 PS 01 DATE t J glo g PAGE OF I I t61 bfflirJ As5c IC AUTHORIZ aA U PJ Please refer to Standard Purchase Terms and Conditions
before completing bid Quote your best price including F O B Destination on each item where applicable In submitting this bid you certify the following a The prices in this bid have been
arrived at independently without consultation communication or agreement with any other bidder or competitor for the purpose of restricting competition with regard to prices b I am an
Equal Opportunity Employer and c I am aware of the Bid date and time designated within the Bid Invitation and d All numbers and information provided within the Bid is true and correct
to the best of my knowledge NOTICE TO ALL BIDDERS BIDDER SHALL ENCLOSE IN A SEALED ENVELOPE MARKED WITH THE NAME OF THE BID AND THE BID NUMBER ADDRESSED TO THE CITY OF SCHERTZ CITY SECRETARY
1400 SCHERTZ PARKWAY SCHERTZ TEXAS 78154 ONE ORIGINAL AND TWO COPIES OF ALL BID DOCUMENTS MUST BE SUBMITTED BIDDER MUST STATE IF BID IS ALL OR NONE OR IF ANY OTHER CONDITIONS APPLY OTHERWISE
CITY OF SCHERTZ MAY PAICK AND CHOOSE ANY ITEM OR GROUP OF ITEMS ACCORDING TO CITY S BEST INTEREST Before submitting your bid please read all bid invitation documents carefully If there
are questions contact the individual indicated on the Bid Invitation Announcement Any discrepancies between the bid invitation and the Bidder s response generally extend the bid evaluation
period and often cause the bid to be declared non responsive FACSIMILE AND ELECTRONIC MAIL BIDS The City currently requires that bids be submitted sealed and delivered in the manner
required by the bid invitation to be opened in the presence of the City Secretary or Purchasing Manager and any of those Bidders desiring to be present 2
CITY OF SCHERTZ COST PROPOSAL FORM AUDIT SERVICES PROPOSAL RFP 08 FIN 31 PS Ol Each PROPOSER should submit a Cost Proposal in a separate sealed envelope As provided for by the State
Board of Public Accountancy rules the contract award will not necessarily be made to the PROPOSER that provides the lowest cost proposal but rather to the PROPOSER that submits the most
responsive proposal meeting the CITY S requirements As described in Section 211 COST PROPOSAL Payment for all services other than those described as special projects will be made based
on an all inclusive not to exceed fee estimate with progress payments as mutually determined to be appropriate The contract will be a three 3 year contract with the option to renew for
a fourth 4 and a fifth 5 year Place amount for each year below Year I Year 2 Year 3 Year 4 Year 5 45 235 47 800 50 190 52 700 55 500 Vendor name Armstrong Vaughan Assoc P e Submitted
authorized agent print name Deborah F Fraser Title Shareholder IAudit Partner Signature u 1 fthA Date Date submitted August 28 2008
CITY OF SCHERTZ TEXAS PROPOSAL FOR ANNUAL AUDIT SERVICES
PROPOSAL FORANNUAL AUDIT SERVICES CITY OF SCHERTZ TEXAS SUBMITTED AUGUST 28 2008 Armstrong Vaughan Assoc Pc 941 W Byrd Suite 101 Universal City Texas 78148 210 658 6229 Contact Deborah
Fraser for Additional Information Signature 11 1
PROPOSAL FOR ANNUAL AUDIT SERVICES CITY OF SCHERTZ TEXAS EXECUTIVE SUMMARy 1 FIRM BACKGROUND QUALIFICATIONS PRINCIPAL OFFICERS PRIOR AND CURRENT EXPERIENCES 3 BIOGRAPHIES 5 SCOPE AND
AUDIT APPROACH 10 A Audit Methodology 11 B Multi Year Engagements 12 C Independence 12 D Changes in Estimated Fees 12 MANAGEMENT COMPONENT 13 A Quality Control 14 B Firm Data 14 C Proposed
AuditTeam 4 D OtherRequirements 15 TASKACTIVITY PLAN 16 SCHEDULE OFPROFESSIONAL FEES AND EXPENSES 18 GOVERNMENTAL CLIENTS 19 LIST OF REQUESTED AUDIT SCHEDULES ANDDOCUMENTS 22 QUALITY
REVIEW REPORT 24 INSURANCE CERTIFICATE 26 iii
SH REH L tWSI NallCY L Vaughan P borah F Fraser CPA 8Armstrong Vaughan d Associates pe Certified Public Accountants August 28 2008 City of Schertz 1400 Schertz Parkway Schertz Texas
78154 We are pleased to submit a proposal to provide audit services to the City of Schertz We are a small local firm that has identified the government client as a niche to whom we can
provide superior services Toward that end we have invested a major portion of our resources in providing services to that market through staff training and retaining experienced and
qualified personnel Our success has been a direct result of our focus on quality service We are aware that many reputable firms offer governmental audit services and therefore we strive
to provide the highest quality service We do this by giving attention to each client s individual needs having our most qualified people the partner in charge and audit senior directly
involved in field work and being sensitive to the disruption of your workplace The most convincing evidence of the quality of our services is the recommendation from our clients We urge
you to contact any of the representatives listed see attached client list Over the years Armstrong Vaughan Assoc Pehas assisted clients in achieving the Certificate of Achievement for
Excellence in Financial Reporting issued by the Government Finance Officers Association Those clients are designated in the attached client list The audit team for the City of Schertz
will be our Audit Partner Deborah Fraser and Audit Senior Kim Roach assisted by selected staff members biographical data attached Nancy Vaughan will provide second partner and quality
control reviews Deborah Fraser CPA has sixteen years experience providing audit and accounting services to nonprofit and local government entities three 3 years as CFO of a large nonprofit
organization and two 2 years as a consultant for a GNoovnerpnrmoefnitt accounting software firm Ms Fraser has also achieved the Certificate of Educational Achievement for Governmental
Auditing administered by the American Institute of Certified Public Accountants She has personally conducted numerous audits under OMB Circular A 133 Audits of States Local Governments
and Non profit Organizations and served as treasurer on selected nonprofit boards of directors Kim Roach CPA is an audit senior with five years experience providing audit and accounting
services with a concentration in government clients Kim earned a Masters in Professional Accounting from the University of Texas in 2003 and also serves on the Board of Directors of
the Construction Financial Management Association Kim has gained an in depth knowledge of financial reporting issues of a variety of clients god I WeByrd BIVtL Suile 101 Uni ers31 City
Texas 7 14S Phone 210 658 CJ129 Fx 210 bJ9 7611 Pmtil ntullh IllCJWtCP l CUrll W w rvacpa com I
Nancv Vaulhan CPA serves as Director of Governmental Services for the firm and has twenty seven 27 years experience providing audit and accounting services to local government and nonprofit
clients Ms Vaughan achieved the Certificate of Educational Achievementfor Governmental Auditing in 1992 She has served as partner in charge on numerous governmental audits under Government
Auditing Standards as well as OMB Circular A B3 audits under the Single Audit Act In addition she has assisted clients in achieving the prestigious Certificate of Achievement for Excellence
in Financial Reporting
awarded by the Government Finance Officers Association During the current year Ms Vaughan assisted two clients in submitting reports for the first time Phil Vaul han has participated
in governmental audits for the past three 3 seasons which has included several Yellow Book Audits He has passed 3 of the 4 sections of the CPA exam and is awaiting results on the last
section Armstrong Vaughan Assoc P C has been a member of the AICPA Quality Review Program since January 1989 As accountants committed to offering the highest degree of quality service
possible we have taken steps to ensure we are in compliance with AICPA Quality Standards We perform an annual inspection in house to ensure compliance as well as an independent peer
review at least every three 3 years Our most recent review in July 2006 resulted in an unqualified report see copy of report attached In addition Armstrong Vaughan Assoc P c is certified
under SCTRCA as a small women business enterprise AtAVA we understand the need to have an audit report on a timely basis We will commit the resources necessary to meet the time line
described in the request for proposal We further understand the City requires a list of audit findings if any at the completion of field work The enclosed proposal is a firm and irrevocable
offer to provide financial audits of the City of Schertz This proposal will remain a firm offer for 90 days from the date of this proposal Again we appreciate the opportunity to offer
services to the City of Schertz and urge you to call us if you should need additional information We invite you to visit our website at www avacpa com Sincerely DeborahF Fraser CPA Shareholder
2
FIRM BACKGROUND QUALIFICATIONS PRINCIPAL OFFICERS PRIOR AND CURRENT EXPERIENCES Size of the Firm Armstrong Vaughan Assoc Pc employs sixteen 16 persons The governmental audit staff consists
of both partners one audit manager three audit seniors and five accounting staff Exoerience with Incode Six of the cities we currently audit use Incode Three of those cities use Pooled
Cash In addition we have other governmental and nonprofit clients who use a pooled cash system Location of Office Armstrong Vaughan Assoc Pc has one location at 941 W Byrd Suite 101
Universal City Texas 78148 Number and Nature of Professional Staff to be Emploved on a Full Time Basis I Deborah F Fraser Shareholder 2 Kim Roach Audit Senior 3 Phil Vaughan Staff Auditor
4 Christina Powers Staff Accountant 5 Nancy L Vaughan Shareholder Number and Nature of the Staff to be Emploved on a Part Time Basis Currently none Five Similar Engagements with Other
Governmental Agencies The most significant engagements performed in the last five years that are similar to the Communities In Schools San Antonio Inc are as follows 1 City of Seguin
Annual Audit in accordance with Government Auditing Standards and OMB A 133 Engagement Partner Nancy L Vaughan 1997 1999 2oo2 present Deborah F Fraser Audit Manager 2004 2005 Total Annual
Hours 400 Contact Susan Caddell Director of Finance 830 379 3212 GFOACertificate of Achievement 2007 pending 2 County of Guadalupe Government 307 West Court St Seguin TX 78155 Annual
Audit in accordance with Government Auditing Standards andOMB A 133 Engagement Partner Deborah F Fraser 2004 2007 Nancy Vaughan 2000 2003 Total Annual Hours 350 Contact Kris Klein County
Auditor 830 303 4188 3 City of Selma Annual Audit in accordance with Government Auditing Standards Engagement Partner Deborah F Fraser 2005 2006 Total Annual Hours 168 Contact Ken Roberts
CPM City Administrator 210 651 6661 3
FIRM BACKGROUND QUALIFICATIONS PRINCIPAL OFFICERS PRIOR AND CURRENT EXPERIENCES CONT 4 City of Live Oak Annual Audit in accordance with Government Auditing Standards Engagement Partner
Nancy Vaughan 2005 present Deborah Fraser Audit Manager 2005 Total Annual Hours 280 Contact Leroy Kowalik City Finance Director 210 653 9140 GFOACertificate of Achievement 2007 pending
5 City of Cibolo Texas Government P O Box 826 Cibolo TX 78108 Annual Audit in accordance with Government Auditing Standards Engagement Partner Deborah Fraser 1988 present Total Annual
Hours 180 Contact Todd Parton City Manager 210 658 9900 Other The clients who have received the GFOA Certificate of Achievement for Excellence in Financial Reporting are noted in the
Current and Past Governmental Clients on pages 20 through 21 4
BIOGRAPHIES 5
Deborah Fraser Audit Partner Includes sixteen 16 years of providing auditing and accounting services for various entities Experience includes non profit entities cities and school districts
In addition she has experience as a CFO of a nonprofit organization with 19 million in state and federal grant revenues Deborah also has experience as a consultant and trainer for MIP
a governmentalnonprofit accounting software program Deborah has also taught an Accounting Principles II class for several years at a local community college EXPERIENCE Deborah has managed
numerous governmental nonprofit and homeowner association audits EDUCATION University ofWyoming 1985 B S CONTINUING PROFESSIONAL EDUCATION IN GOVERNMENTAL ACCOUNTING AUDITING last three
years AICPA Certificate of Educational Achievement in Governmental Accounting and Auditing Accounting Reporting Practices of NonProfits Governmental Auditor s Risk Assessment Process
Tackling the New Risk Applying AI33 to Nonprofit and Governmental Organizations Texas Schools Accounting and Auditing Update FY 2007 Audit Workshop Best Practices in Planning Designing
Audit Partner Workshop Government Accounting Reporting and Auditing Update PROFESSIONAL Certified Public Accountant May 2006 20 August 2006 8 May 2007 24 July 2007 8 August 2007 8 June
2008 8 August 2008 8 84 Texas Society of Certified Public Accountants San Antonio Chapter of the Texas Society of Certified Public Accountants Certificate of Educational Achievement
for Governmental Auditing Awarded by the American Institute of CPA s COMMUNITY SERVICE Board member Finance Committee Chairperson Healy Murphy 2003 2004 A nonprofit school for disadvantaged
youth Secretary Parks and Recreation Commission District of Universal District 1999 2004 Treasurer Tri District Baseball 1997 1998 Coach Tri District Baseball League 1990 1997 Youth
Baseball League Coach GRAYSA 1989 1996 6
Kimberly Roach Audit Senior EXPERIENCE Includes three 3 years of providing auditing and accounting services for various entities Audit experience includes government entities construction
companies and homeowner associations EDUCATION University ofTexas 2003 Masters in Professional Accounting Austin College 2002 Bachelor of Arts specializing in Business Administration
CONTINUING PROFESSIONAL EDUCATION IN GOVERNMENTAL ACCOUNTING AUDITING last three years Fraud in the Governmental and NonProfit July 2006 12 Enviroments What a Steal Governmental NonProfit
Accounting and August 2006 8 Auditing Update Governmental Accounting In depth Review August 2007 24 Govermental Accounting Reporting and August 2008 8 Auditing Update Auditor s Risk
Assessment Process August 2008 8 Total Hours 60 PROFESSIONAL Certified Public Accountant Texas Society of Certified Public Accounts San Antonio Chapter of the Texas Society COMMUNITY
SERVICE Director Construction Financial Management Association 2007 present 7
Nancy LVaughan Quality ControlAudit Partner EXPERIENCE Experience includes twenty seven 27 years of providing accounting services to cities counties special utility districts and appraisal
districts Typical services rendered for governmental bodies include the following Planning supervising administering and managing audit engagements for small to medium sized governmental
entities Management and financial advisory services to governmental entities local businesses and nonprofit organizations Developing and supervising accounting systems and procedures
for small to medium sized governmental entities EDUCATION West Texas State University 1980 BB A Trinity University 1988 M BA CONTINUING PROFESSIONAL EDUCATION IN GOVERNMENTAL ACCOUNTING
AUDITING last three years AICPA Certificate of Educational Achievement in Governmental Accounting and Auditing 1992 Auditors Risk Assessment Government Accounting Reporting Auditing
Update Government Nonprofit Annual Update 2007 Revised Yellow Book Government Auditing Update Texas School District Conference Government Accounting Reporting Auditing Update August
2006 August 2006 June 2007 August 2007 May 2008 August 2008 888 20 16 8 Total Hours 68 PROFESSIONAL Certified Public Accountant American Institute of Certified Public Accountants Texas
Society of Certified Public Accountants San Antonio Chapter of the Texas Society of Certified Public Accountants Recipient of Trinity University Behavioral Sciences Graduate Fellowship
Award 1987 1988 Certificate of Educational Achievement for Governmental Auditing Awarded by the American Institute ofCPAs COMMUNITY SERVICE Treasurer Greater Randolph Area Assistance
Program GRASP a nonprofit community service organization 1993 2002 Treasurer Greater Randolph Texas Scholars a nonprofit student incentive organization 1995 1998 Director Construction
Financial Management Association 2004 2007 8
Phil Vaughan Staff Accountant EXPERIENCE Includes four 4 years of providing public accounting tax and auditing services for various entities Tax experience includes the preparation of
individual corporate partnership and non profit tax returns Audit experience includes audits of local governments construction companies non profit entities and homeowners associations
EDUCATION Colorado School of Mines 2005 B S in Computer Science University of Texas at San Antonio expected graduation December 2008 MS in Accounting Passed 3 of the 4parts of the Certified
Publication Accountant Exam Flow Through Entity Taxation Auditor s Risk Assessment Process Governmental Accounting and Auditing Update Government Accounting Reporting Auditing Update
IRS Practices and Procedures May 2008 August 2008 August 2008 45 8 20 August 2008 August 2008 8 40 Total Hours 121 9
SCOPE AND AUDIT APPROACH 10
SCOPE ANDAUDIT APPROACH A Audit Methodology There are many different ways to approach an audit The approach we take places a high priority on quality service while maintaining an acceptable
level of efficiency We feel that quality is most often enhanced by planning the audit work flow to provide the least interruption to City personnel Following is a brief outline ofthe
anticipated audit work Prior to the end of the fiscal year we begin to analyze internal controls compute initial planning materiality through analytical procedures assess audit risk
and determine audit steps to detect and report financial statement misstatements due to error or fraud if any Once the above has been accomplished we modify the audit program based on
our assessment of audit need and risk Other preliminary field work will include I Prepare all confirmations to be mailed on October I 2 Review minutes of Council meetings to date 3 Review
budget amendments to date 4 Test fixed asset and supply inventories 5 Test bond transactions to to date 6 Verify equity balances and 7 Identify and test to date federal and state assistance
We use several innovative audit efficiency techniques recognized by the accounting profession in accomplishing our audit Two of these are described below a Focus on Significant Issues
One means we use measures and places in order of priority areas for audit coverage based on materiality and internal controls This technique simply assigns values to areas which permit
a weighting for prioritizing audit coverage Thus either high dollar value limited internal controls or a combination of these two factors could cause an area to have high priority for
audit coverage Conversely low dollar value and strong internal controls tend to lower the audit coverage priority b Minimizing Work in Selected Areas In addition to the pnontlzIng technique
described above we use computer generated statistical sampling third party confirmations and other professional auditing techniques to minimize the amount of time we must spend in anyone
area Additional procedures will be performed during field work and will include steps to test the following 12345 Revenues Payables and receivables Bank balances Investments and Other
balance sheet accounts not already tested 11
We will request assistance of your personnel in supplying us with various schedules and account information and documents to facilitate our work We will provide a list of anticipated
documentation during the preliminary work to give your personnel ample time to prepare sample list attached Once all audit work is completed we prepare the financial reports and other
required communications After all quality reviews are completed and your staff has reviewed the final draft we will distribute the report and formally present the audit to the Council
B Multi Year Engagements The audit methodology for multi year engagements is the same as described in the preceding sections However we re assess the need for audit coverage on particular
areas based on knowledge gained through previous audits Areas given low priority for audit risk one year may be reviewed in more detail in subsequent years Additionally the types of
tests applied will be varied from year to year C Independence Our firm is completely independent of the City of Schertz No one at Armstrong Vaughan Assoc P C has a relationship with
a member of the Council or employee of the City that would impair hislher independence We also represent our firm to be independent of the Schertz Economic Development Corporation D
Changes in Estimated Fees Changes in estimated fees could occur if significant unexpected difficulties were encountered during the audit field work The most likely significant unexpected
difficulty would be the presence of a fraud indicator If that were to occur we would discuss the difficulties with the appropriate level of management the finance director or city manager
the anticipated audit steps necessary and the estimated increase in fees as a result prior to commencing work It is firm policy that we do not bill for routine phone calls throughout
the year Should an inquiry result in significant additional time however we will inform you prior to the service being provided along with any applicable fees 12
MANAGEMENT COMPONENT 13
MANAGEMENT COMPONENT A Quality Control Armstrong Vaughan Assoc P c has been a member of the AICPA Quality Review Program since January 989 As accountants committed to offering the highest
degree of quality service possible we have taken steps to ensure we are in compliance with AICPA Quality Standards We perform an annual inspection in house to ensure compliance as well
as an independent peer review at least every three 3 years Our most recent review in June 2006 resulted in an unmodified report page 24 Our next review is scheduled for 2009 B FirmData
Armstrong Vaughan Assoc P C is a local firm located in Universal City Texas The firm was established in 1978 Currently the firm s audit staff is made up of two partners one audit manager
three audit seniors five audit staff and two paraprofessional and clerical support staff members The audit staff of the firm has over eighty 80 years combined governmental audit experience
Approximately two thirds of our practice is devoted to auditing most of which is in the government industry A list of all current and past governmental audit clients has been included
as an attachment to this proposal along with contact persons and phone numbers Our firm is not under any terms of a public or private reprimand by the Texas State Board of Public Accountancy
or the American Institute of Certified Public Accountants c Proposed Audit Team The proposed audit team for the City of Schertz will be made up of our audit partner Deborah Fraser audit
senior Kim Roach staff auditor Phil Vaughan and one additional audit staff see attached biographies We do not anticipate any changes to our proposed team however should one of our audit
team members become unable to perform their assigned task for any reason another member of our professional staff with similar experience and qualifications will be substituted We would
discuss this with the City of Schertz management before proceeding We do not anticipate needing any outside specialists or consultants to assist the audit team As previously stated we
are a niche oriented firm committed to offering a superior level of service We accomplish this by having our most experienced personnel the audit partner in charge planning directing
and conducting substantial portions of the field work The audit partner is assisted on selected tests and procedures by the audit senior or staff depending on the complexity and degree
of reliance intended to be placed on a specific area of the audit The personnel assigned to government engagements is required by firm policy to meet or exceed government auditing standards
regarding continuing education Therefore each staff level is required to have a minimum of twenty four 24 hours of continuing professional education in governmental auditing every two
2 years It should be noted that our partner staff Nancy Vaughan and Deborah Fraser have successfully completed the Certificate of Educational Achievement in the area of governmental
auditing This is the highest level of educational achievement awarded by the AICPA and includes over sixty 60 hours of intensive study 14
It will be necessary to utilize City of Schertz personnel to compile information for the audit We are very sensitive however to the disruption of a workplace and will plan the audit
in such a way as to minimize the amount of time City of Schertz personnel will contribute The most assistance will be needed in the area of federal financial assistance fixed asset and
supply inventories and locating documentation for procedural type tests We will provide personnel with a listing of documentation required so as to give sufficient time to prepare any
necessary schedules D Other Requirements We have read the requirements of the timeline in the proposal and understand the need for a timely report However at Armstrong Vaughan Assoc
P c we are equally concerned with adequate audit coverage and accuracy Since this is a first year audit we estimate that a final report can be delivered by February 12h This estimated
date is dependent on an auditable trial balance and completed document list being available no later than than November 26 2008 It is standard practice of our firm to review selected
procedures and internal controls while conducting the audit We will include any constructive comments in a management report Should we encounter significant deficiencies in internal
controls we will report the deficiencies in a separate letter to those charged with governance However all internal control matters will be discussed with management prior to report
drafting and management may choose to include a response 15
TASKACTIVITY PLAN 16
PROPOSED DETAIL OF ESTIMATED HOURS REQUIRED TO CONDUCT CITY OF SCHERTZ ANDSCHERTZ ECONOMIC DEVELOPMENT COPORAnONAUDITS Audit Estimated A Audit Area Auditor Period Hours Preplanning of
Audit Phase Internal control tests risk assessment analytical procedures determination of audit steps to detect and report errors fraud and illegal acts if any and audit program modifications
Fraser Nov 50 to 58 Roach B Audit Phase Tests and Confirmations Obtain data for confirmation mailing Roach Sept 6 to 8 Testing transactions disbursements Staff Dec 32 to 36 Testing payroll
Staff Dec 16 to 18 Review of Council minutes Budgets Fraser Dec 10 to 12 Review of budget amendments Fraser Dec 4to 6 Test offixed assets depreciation Roach Dec 30 to 45 Test of supply
inventories Staff Dec 12 to 14 Test of bond transactions Fraser Dec 5 to 20 Roach Verify fund balances Roach Dec 8 to 10 Test grant programs Roach Dec 8 to 10 Review insurance coverage
Roach Dec 4 to 6 Test payables Staff Dec 8 to O Test receivables Staff Dec 10to 12 Verify bank balances Staff Dec 16 to 18 Verify investments Roach Dec 10 to 12 Verify revenues Staff
Dec 44 to 46 Verify other balance sheet accounts Roach Dec 8 to 10 C Audit Reports and Oualitv Review Reconciliations Quality reviews Vaughan Fraser Jan 8 to 10 Prepare final audit report
Fraser JFaenb 36 to 40 Roach Prepare other communications Fraser JanlFeb 8 to 10 343 to 411 Administrative support at firm office Admin Staff 38 to 40 Total Estimated Audit Hours fiscal
year 2008 381t0451 SUMMARY OF HOURS Partner Hours I19to 160 Senior Hours 88 to 101 Staff Hours 136tol50 Admin Staff Hours 38 to 40 381 to 451 This schedule is dependent upon the year
end reports and the list of audit schedules and documents provided to Armstrong Vaughan Assoc Pc no later than November 26 2008 and Schertz staff availability 17
City of SCHERTZ Request for Proposal Annual Financial Audit SCHEDULE OF PROFESSIONAL FEES ANDEXPENSES FOR THE AUDIT OF THE 2008 FINANCIAL STATEMENTS Hours Audit ofFinancial Statements
City ofSchertz Partners Audit Senior Audit Staff Administrative 145 86 126 34 Total estimated fee 391 Audit of Financial Statements SEDC Partners Audit Senior Audit Staff Administrative
15 15 246 Total estimated fee 60 Submitted August 28 2008 Deborah F Fraser CPA Armstrong Vaughan Assoc PC 18 Average Hourly Rates150 85 75 35 150 85 75 35 Total 21 750 7 310 9450 1 190
39 700 2250 1 275 1 800 210 5 535
GOVERNMENTAL CLIENTS 19
CURRENT ANDPAST GOVERNMENTAL CLIENTS CLIENT Alamo Heights Independent School District Boerne Independent School District Schertz Cibolo Universal City Independent School District Guadalupe
County Hays County Atascosa County City of Cibolo City of Garden Ridge City of Selma City of Kirby City of Seguin City of Balcones Heights City of Leon Valley CONTACT PERSON Mike Hagar
Director of Business 210 822 3374 Bruce Revell Asst Sup For Business and Personnel 830 249 5000 Dr Belinda Pustka Superintendent 210 945 6200 Judge Mike Wiggins County Judge Kristen
Klein County Auditor 830 392 4188 BillHerzog County Auditor 512 392 6128 Judge Diane Bautista County Judge Sandra Poppe County Auditor 830 769 3093 Todd Parton City Manager 210 658 9900
Certificate of Achievement for Excellence in Financial Reporting 1991 I993 Nancy Cain City Administrator 210 651 6632 Ken Roberts City Administrator 210 651 6661 Zena Tedford City Manager
210 661 3198 Doug Faseler City Manager Susan Cadell Director ofFinance 830 379 3212 Certificate of Achievement for Excellence in Financial Reporting 2007 Pending Yvonne Griffin City
Treasurer 210 735 9148 Vickie Wallace City Accountant 210 684 1391 Certificate of Achievement for Excellence in Financial Reporting 1997 2006 20 DATES SERVICES RENDERED 2002 Present
1988 Present 1995 2002 1984 Present 1991 2000 I 999 2002 1988 Present 1995 Present 1984 Present 1985 Present 1997 1999 2002 present 1989 Present 1994 2006
CURRENT ANDPAST GOVERNMENTAL CLIENTS CaNT CLIENT CONTACT PERSON DATE SERVICES RENDERED Guadalupe County Appraisal District Jamie Osborne Chief Appraiser 830 372 2871 1989 Present Green
Valley Special Utility District Dorothy Mills Manager 830 914 2332 1994 2000 City of Live Oak Matt Smith City Manager Leroy Kowalik Director ofFinance 210 653 9140 Certificate of Achievement
for Excellence in Financial Reporting 2007 Pending 1986 1994 2005 present City of Schertz Juan Santoya Comptroller 210 658 3510 Certificate of Achievement for Excellence in Financial
Reporting 1984 1989 and 2000 2002 1979 1989 and 2000 2002 City of Marion Glenn Held Mayor 830 420 2391 1990 1996 City of Windcrest Ronnie Cain City Manager 210 655 0022 2000 present
City of Helotes Susan Wooten City Treasurer 210 695 8877 2002 present Hill Country Village David Harris City Administrator 210A94 3671 2003 City of Fair Oaks Ranch Roy Thomas City Administrator
210 698 0900 2004 present City ofTerrell Hills Mark Browne City Manager 210 824 7401 2005 present City of Olmos Park Amy Buckert City Manager 210 824 3281 2007 present Schertz Seguin
Local Government Corporation Alan Cockerell General Manager 830 401 2409 1998 1999 2002 present Hays Caldwell Public Utility Agency Graham Moore General Manager 512 338 4212 2007 present
21
LIST OF REQUESTED AUDIT SCHEDULESAND DOCUMENTS Our proposal anticipates a working relationship with your staff Following is a list of schedules to be prepared by Schertz staff prior
to the fieldwork phase ofthe audit Audit of City and SEDC I Bank reconciliations of all cash and investment accounts as of September 30 2008 2 Schedule of collateral pledged by depository
banks to insure deposits 3 Copies of Signed Investment Reports for each quarter in 2008 4 List of investments held at September 30 2008 with addresses for confirmation 5 List of employees
by department 6 Schedule of accrued salaries and wages at September 30 2008 7 List of outstanding commitments at September 30 2008 ie construction in progress or unfulfilled contracts
8 Copy of investment policies and evidence of compliance with continuing education for all investment officers 9 Schedule of franchise payments received from utilities during fiscal
2008 with contact names and addresses 10 Aged trial balance of outstanding utility accounts and EMS receivables II List of all outstanding invoices for goods and services by fund as
of September 30 2008 12 Copies of Employer Reports Form 941 for all quarters of fiscal year 2008 with annual reconciliation to salary accounts in general ledger 13 Schedule of monthly
payments to TMRS for both city and employee contributions 14 Copy of physical inventory count sheet for utility fund supplies as of September 30 2008 15 Listing of fixed assets by department
with depreciation calculations for both the general fixed assets and water fund 16 Schedule of fixed assets disposed in 2008 17 Schedule of compensated absences outstanding by department
as of September 30 2008 with estimates ofcurrent portion due within one year 18 Copies of bond covenants and closing documents for any new issues in 2008 19 Schedule of any new capital
leases for equipment 22
LIST OF REQUESTED AUDIT SCHEDULES ANDDOCUMENTS CONTINUED 20 List of Attorneys and addresses consulted during 2008 and any outstanding lawsuits 21 Copies of all budget amendments approved
by CouncilSEDC Board during 2008 22 Supporting documents of any land purchases or sales during 2008 for both the City and SEDC 23 Documentation for the known prior period adjustment
23
QUALITY REVIEW REPORT 24
WILF HENDERSON P c CERmlED PUBLIC ACCOUNTANTS Membelll of Amemm J Udtl of PublkA ntanlS Members ofCenwfPublic Company Audit Finm July 14 2006 TotheSbareholdon Annstrong Vaughan Associates
P C We have reviewed the system of quality control for the accounting and IlUditing practice of Annstrong Vaughan It Associates P C the linn in effect for the year ended January 31 2006
A system of quality control encompasses the finn s organizational structure the polices adopted and procedures established to provide it with reasonable assurance of confonning with
professional standards The elements of quality control are described in the Statements on Quality Control Standards issued by the American Institute of CPAs AICPA The firm is responsib
fordesigning asystem ofquality control and icnomgpl with it to provide the firm reasonable assurance of confonning with professional standards in all material respects Our responsibility
is to express an opinion on the ldigen of the system of quality control and the firm s compliance witb its system of quality control based on our review Our review was conducted in 8lcordance
with standards established by the Peer Review Board of the AICPA Owing our review we lead required representations ftom the firm interviewed firm personnel and obtained an understanding
of the nature oCthe fmn s accounting and auditing practice and the design of the firm s system of quality control sufficient to assess the risk implicit in its practice Based on our
assessments we selected engagements and administrative files to test for conformity with professional standards and compliance with the firm s system of quality control The engagements
selected represented a reasonable crosssection of the firm s oaunctincg and auditing practice with emphasis on higheNisk engagements The engagements selected included among others engagements
performed under Government Auditing Standards Prior to concluding the review we reassessed the adequacy of the scope of the peer review procedures and met with firm management to discuss
the resultsof ourreview We believe that theprocedures we performed provide areasonable basis for our opinion In performing our review
weobtained an understanding of the system of quality control for the finn s accounting and auditing practice In addition we tC ted compliance with the finn s quality control policies
and epdruorecs to the extent we considered appropriate These tests covered the application of the film s policies and procedures on selected engagements Our review was based on selected
tests therefore it would not cnssearcily detect an weaknesses in the system ofquality control orall instances of noncompliance with it There are inherent limitations in the effectiveness
Df any system of quality control and therefore noncompliance with the system of quality control may occur and not be detected Projection of any evaluation of a system of quality control
to future periods is bject to the risk thal the system of quality control may become inadequate because of changes in conditions or because thedegree of compliance withthe policies or
procedures may deteriorate In oar opinion the system of quality control for the accounting and auditing practice of Annstrong Vaughan Associates P C in effect for the year ended June
30 2006 has been designed to meet the requirements of the quality control standards for an accolmting and auditing practice established by the AICPA and was complied with duringthe year
then endedto provide the firm withreasonable assurance ofconfonning with professional standards tPc Wilf Henderson P C t4300Jlkte Drive PO Brut 5 197 Taenxaark T Ux75505 903 793 56415
FAX903 792 7630 wm 25
INSURANCE CERTIFICATE 26
IAMIIDS MUTUAl INIIIINOI COM aNY DECLARATIONS ACCOUNTANTS PROFESSIONAL LIABILITY INSURANCE POLICY POlicy Number TXL01365 05 Effective Date Expiration Date Retroactive Date 111512007
11 1512008 09 109814 II 12 01 AM Standard lime 81 the addreu hown below at 12 0 AM Standard time at the address shown below Item I Named Insured Item 2 Busine Address Armstrong Vaughan
Alloeiates PC 941 Well Byrd Suite 101 Item 3 Liml ofLllbllity UInIlvoll City TX 78148 51 000 000 Per Claim 51 000 000 Policy Aggregate 110m 4 Deductible 510 000 Per Claim Deductible
Item 5 Total Premium 59 285 Item 6 The polley consists orth Declaration page and the following policy tonns and endorsements PL I OOO A PL 2036 A TX PL 1015 A PL 1026 A PL 1016 A Accountants
Professional Liability Insurance Policy State Bndorsemont Texas Separate Defonse Limit Limited Covmge for Known Claiml Special Exclusion Endorsement NOTICE OF TERRORISM INSURANCE COVERAGE
Coveraga for Ictl of terrorism IS defined under lbe TClTorilm Risk Insurance Act of 2002 ITRlA ITRlA is already Included in your current poUcy You should know that effective November
26 2002 under your cxiltina coverage any losses caused by certified acts of terrorism would be panially reimbuned by tbe United StBul nder fonnull eltabllshed by federalllw Undar thll
fonnull the United SIBI pIB 90 of covered terrorism losses exceeding the statutorily established deductible paid by CAMlCO Mutual Insurance Company The portion oryour annual premium
thai is attributable to coverage for act of terrorism is SO PLEASE READTHESE DECLARATIONS THE POUCY AND ENDORSEMENTSCAREFULLY CAMICO Mutual lnluflnce ComplDY L Authorized Representative
PL IOOI A rev 08 0l 27
CITY OF SCHERTZ TEXAS Sealed Dollar Cost Proposal For Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 And the Possible Fiscal Years Ending
September 30 2011 and 2012
CITY OF SCHERTZ TEXAS Sealed Dollar Cost Proposal for Professional Auditing Services for City of Schertz Texas For the Fiscal Years Ending September 30 2008 2009 and 2010 And the Possible
Fiscal Years Ending September 30 2011 and 2012 Firm Name Darilek Butler Associates PLLC Address 2702 N Loop 1604 E Suite 202 San Antonio Texas 78232 210 979 0055 Contact Person Robert
F Darilek I Robert F Dari1ek am entitled to represent the firm empowered to submit the fee estimate and authorized to sign a contract with the City of Schertz Proposal Date August 28
2008
CITY OF SCHERTZ TEXAS SEALED DOLLAR COST FEE ESTIMATE FOR THE AUDIT OF THE 2008 FINANCIAL STATEMENTS Standard Hourly Hours Rates Total Engagement Partner 12 240 2 880 Independent Review
Partner 4 150 600 Junior Partner 42 150 6 300 Managers 118 140 16 520 Supervisory Staff 100 75 7 500 Staff Auditors 160 70 I1200 Subtotal Audit Hours and Fee 436 45 000 Other specify
See Below 850 Total Proposed Fee for 2008 Audit 45 850 Mileage Expense Report Production Other Clerical Total 150 500 200 850
CITY OF SCHERTZ TEXAS SEALED DOLLAR COST FEE ESTIMATE FORTHE AUDIT OF THE 2009 FINANCIAL STATEMENTS Standard Hourly Hours Rates Total Engagement Partner 8 250 2 000 Independent Review
Partner 4 158 630 Junior Partner 34 158 5 370 Managers 110 147 16 170 Supervisory Staff 110 79 8 690 StaffAuditors 166 74 12 280 Subtotal Audit Hours and Fee 432 45 140 Other specify
See Below 860 Total Proposed Fee for 2009 Audit 46 000 Mileage Expense Report Production Other Clerical Total 160 500 200 860
CITY OF SCHERTZ TEXAS SEALED DOLLAR COST FEE ESTIMATE FOR THE AUDIT OF THE 2010 FINANCIAL STATEMENTS Standard Hourly Hours Rates Total Engagement Partner 8 265 2 120 Independent Review
Partner 4 165 660 Junior Partner 34 165 5 610 Managers 110 154 16 940 Supervisory Staff 110 83 9 130 Staff Auditors 166 78 12 950 Subtotal Audit Hours and Fee 432 47 410 Other specify
See Below 870 Total Proposed Fee for 2010 Audit 48 280 Mileage Expense Report Production Other Clerical Total 170 500 200 870
CITY OF SCHERTZ TEXAS SEALED DOLLAR COST FEE ESTIMATE FORTHE AUDIT OF THE 2011 FINANCIAL STATEMENTS Standard Hourly Hours Rates Total Engagement Partner 8 275 2 200 Independent Review
Partner 4 175 700 Junior Partner 34 175 5 950 Managers 110 160 17 600 Supervisory Staff 110 87 9 570 Staff Auditors 166 80 13 280 Subtotal Audit Hours and Fee 432 49 300 Other specify
See Below 880 Total Proposed Fee for 2011 Audit 50 180 Mileage Expense Report Production Other Clerical Total 180 500 200 880
CITY OF SCHERTZ TEXAS SEALED DOLLAR COST FEE ESTIMATE FOR THE AUDIT OF THE 2012 FINANCIAL STATEMENTS Standard Hourly Hours Rates Total Engagement Partner 8 290 2 320 Independent Review
Partner 4 185 740 Junior Partner 34 185 6 290 Managers 110 170 18 700 Supervisory Staff 110 90 9 900 Staff Auditors 166 85 11140 Subtotal Audit Hours and Fee 432 52 060 Other specify
See Below 890 Total Proposed Fee for 2012 Audit 52 950 Mileage Expense Report Production Other Clerical Total 190 500 200 890
CITY OF SCHERTZ TEXAS PROPOSED BILLING RATES FOR SPECIAL PROJECTS PERFORMED DURING INTIAL YEAR OF CONTRACT Standard Hourly Rates Engagement Partner 240 Independent Review Partner 150
Junior Partner 150 Managers 140 Supervisory Staff 75 Staff Auditors 70
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010
CITY OF SCHERTZ TEXAS Response to request for proposals for professional auditing services for City of Schertz Texas For the Fiscal Years Ending September 30 2008 2009 and 2010 Firm
Name Darilek Butler Associates PLLC Address 2702 N Loop 1604 E Suite 202 San Antonio Texas 78232 210 979 0055 Contact Person Robert F Darilek Proposal Date August 28 2008
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 Table of Contents Page Cover Letter 1 I EXECUTIVE SUMMARY
3 II FIRM BACKGROUND QUALIFICATIONS PRINCIPAL OFFICERS AND PRIOR AND CURRENT EXPERIENCE 5 Firm Profile 5 Partner Supervisory and Staff Qualifications and Experience 6 Similar Engagements
with Other Governmental Entities 9 Other 10 ill SCOPE ANDAUDIT APPROACH 1 0 Risk Assessment and Planning 11 Review ofOperations and Control Systems 12 Field Work 13 Financial Reporting
14 Quality Control Process 16 Record Retention 16 IV PROPOSED AUDIT SCHEDULE 16 V OTHER REFERENCES 17 VI ADDITIONAL DATA AND OTHER INFORMATION 17 VII FEES 17 Vill CONCLUDINGREMARKS 19
ATTACHMENT Bid Sheet ATTACHMENT Peer Review Report ATTACHMENT CPA Licenses ATTACHMENT Listing ofPrepared by Client Items ATTACHMENT Sample Engagement Letter
R R I ROBERT F DARllEK CP A STEVEN H BUTlER C PA 2702 N loop 1604 East Suite 202 San Antonio Texas 78232 Phone 21 OJ 0907595 Fax 12101 979 0058 August 28 2008 Ms Brenda Dennis City Secretary
City of Schertz Texas 1400 Schertz Parkway Building 2 Schertz Texas 78154 Dear Ms Dennis Our firm appreciates the opportunity to propose on the annual audit ofthe City ofSchertz Texas
the City for the fiscal years ending September 30 2008 2009 and 2010 This proposal is designed to demonstrate our commitment to serve the City as your independent auditors Our firm offers
the City the highest quality services at competitive fees We presently provide auditing services to numerous governmental and nonprofit organizations in Texas including organizations
similar to the City We believe this experience will help to ensure we will meet your audit deadlines and work within the time and budget constraints outlined in this proposal We will
work closely with the Citys staff to ensure the audit progresses systematically and according according to terms Our firm will work quickly to isolate critical audit management and compliance
issues of the City and we will use this procedure as a method to provide consistency in reporting from year to year The professional staff assigned to your audit have years of auditing
experience and national public accounting firm backgrounds This experience includes various levels of auditing and management advisory services which have been provided to both governmental
and various nonprofit organizations throughout the state If awarded the contract defined in this proposal we will assign experienced staff in our organization to be the lead contact
available throughout the year This will assist you in receiving responses quickly for any special services which may be required throughout the year We have included an Executive Summary
which provides a snapshot of the highlights of the proposal and information to assist you in evaluating our firm and the services we can provide to the City 1 A limited liabilfty Company
0 Members A CPA PCPS and TSCPA
Ms Brenda Dennis City of Schertz Texas August 28 2008 Our proposal is a firm and irrevocable offer valid for a minimum ninety 90 days from the date of this letter Once again we appreciate
the opportunity to offer our services to the City and are eager to demonstrate our abilities and commitment to you If you have any questions require additional information or would prefer
to have us answer specific questions personally regarding this proposal please feel free to contact meat 210 979 0055 Sincerely RFD lg 2
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 I EXECUTIVE SUMMARY The body of this proposal presents some
of the following information in more detail however our firm would like to stress the following key points outlined in the request for proposal Experience Our audit team has extensive
experience working with various governmental and nonprofit organizations throughout the state The senior audit partner Robert F Darilek and audit partner Lisa A Garner have over fourty
years combined experience in supervising conducting and analyzing activity on A B3 governmental and not for profit audits The audit manager Richard Krampe has twelve years of experience
auditing governmental entities including cities and counties Robert Darilek has worked extensively with governmental and not for profit entities since 1984 and has been conducting and
supervising audits since that time In addition governmental and A B3 audits represent over eighty eighty percent 80 of our audit practice We believe this experience places Darilek Butler
Associates in a unique position to not only understand the business aspects of the City s operations but also understand the history and development of accounting and reporting for such
organizations over the last twenty years Because our firm has provided assistance to numerous federally funded organizations we can immediately assist in evaluating some of the key internal
reporting procedures grant reimbursement issues and grant billing procedures as well as quarterly and special management report procedures required bythe City Training The team selected
to support the City is and will stay well trained on all new and developing changes in the governmental auditing and financial reporting fields Our current client base helps us stay
abreast of the many changes occurring in grants management for federally funded and governmental organizations All certified and non certified professionals are required to complete
aminimum of forty hours ofcontinuing professional education annually In addition the mix of professional training includes the necessary minimum hours in governmental and other nonprofit
areas to ensure we meet the requirements of Government Auditing Standards However most staff receive a much larger percentage of training devoted to governmental and fund accounting
topics including training on Governmental Accounting Standards Board GASB Statements and A B3 audits 3
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 Continuity Our firm stresses continuity in its audit team
from year to year and you can expect to see the same staff on each annual engagement If selected as your auditor Robert Darilek would be the primary contact for the City However we have
also selected Lisa Gamer as an additional contact to ensure continual accessibility to someone in our firm for information relating to financial reporting audits or general consultation
We also will ensure the supervising auditor will remain assigned to your engagement in subsequent years to improve efficiency and ease the burden on the internal staff ofthe City The
firm has historically experienced alow attrition rate and you can expect to see the same professionals on your engagement from year to year Similar Engagements Our firm currently audits
seven municipalities and one housing authority which are considered audits of local governments We are experienced in the preparation and review of financial statements in accordance
Governmental Accounting Standards Board statements We are experience working with the City s accounting software INCODE Our other municipalities that we audit are very similar to the
City in that they have in addition to the governmental funds water and sewer funds EMS and component units including economic development corporations We believe that our experience
with similar engagements is our most important qualification to be considered when evaluating our proposal Audit Approach Our audit approach is designed to adhere to generally accepted
auditing standards and Government Auditing Standards Our approach will ensure prompt notification ofCity personnel of any potential issues or problems so that they may be resolved quickly
Any recommendations for improvement will be discussed with City personnel before being presented to City Council to ensure the accuracy ofour observations Audit Timeline We are committed
to meeting your deadlines specified in the Request for Proposals We will coordinate and communicate with City staff and its consultant as necessary to ensure that the timeline is followed
and that the final report is issued by January 31 2008 Fees As required by the Request for Proposals our estimated fees are provided in a separate sealed envelope We believe our fees
to be highly competitive and should be an important factor in your decision 4
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 II FIRM BACKGROUND QUALIFICATIONS PRINCIPAL OFFICERS AND
PRIOR AND CURRENT EXPERIENCE FirmProfile Darilek Butler Associates PLLC is a public accounting firm which employs highly experienced certified public accountants and professionals Our
growth over the past few years has resulted from our reputation to provide quality professional services at competitive fees Our firm s philosophy is to provide these services in a professional
and responsive manner to ensure the objectives of each engagement are met timely and within the established fee arrangements Darilek Butler Associates PLLC and its personnel have been
involved in the accounting auditing and taxation of a cross section of not for profit and governmental entities in San Antonio and across Texas These businesses include Local Governments
Including Municipalities and Counties Municipal Utilities Federally Subsidized Not For Profit Civic and Community Organizations Public Housing Authorities HUD Subsidized Housing Projects
Health Care Organizations and Clinics Various Commercial Enterprises Our firm s organization consists of four partners seven professional staff two paraprofessional and two support staff
Our firm is large enough to provide the commitment experience and resources to meet your needs yet small enough to ensure responsiveness and personal attention on your engagement Following
is a brief description of the range of services performed by Darilek Butler Associates PLLC Audit Services Our auditing services consist of procedures which enable us to express our
opmlOn as independent certified public accountants on the fairness of the presentation of your financial statements Our audit emphasizes the technical as well as the practical components
of each engagement to ensure efficient and quality work Each engagement includes a review and analysis of the client s system of internal accounting controls with a report or management
letter on our proposed recommendations Our firm has significant governmental and not for profit audit experience as detailed in this proposal Over eighty percent 80 ofour firm s audit
business is in the governmental and OMB A B3 audit area plus over seventy percent 70 of our firm s practice is concentrated in the audit and financial consulting services area 5
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 Our firm also has experience in auditing through a variety
of automated accounting systems This experience allows our staff to utilize these computerized systems effectively to extrapolate information and streamline the audit process We will
also use this experience in an effort to minimize audit procedures and streamline the audit techniques employed in the audit ofthe City Tax Services Darilek Butler Associates PLLC provides
tax planning and tax return preparation in a wide range of tax services We have experience in dealing with reorganization and structure of entities tax restructuring of joint venture
arrangements unrelated business income tax matters information reporting requirements employee benefit plans and various not for profit tax services We have experienced tax personnel
and resources to represent you in any tax matters which may arise Management Advisory Services Management advisory services include providing advice to clients on business matters and
other special projects and consulting engagements We may assist our clients in assessing the information needs of their organization and determine how to best identify assemble analyze
and manage data in order to meet those needs Licensing and PeerReview Darilek Butler Associates PLLC is licensed to practice public accounting by the Texas State Board ofPublic Accountancy
All professionals designated CPA s are licensed to practice public accounting by the Texas State Board of Public Accountancy We have a Certificate of Registration to conduct business
in the State of Texas and we are not receiving nor have we ever received a public or private reprimand by the Texas State Board of Public Accountancy andor any other licensing boards
of other states We are members of the Texas Society of Certified Public Accountants TSCPA the American Institute of Certified Public Accountants AlCPA and the Private Companies Practice
Section PCPS PCPS PCPS members are required to subject their firm to peer reviews every three years Our firm had its latest peer review in December 2007 and received an unqualified report
This latest peer review included areview of a local government audit Partner Supervisory and Staff Qualifications and Experience Our firm has experienced and qualified staff to provide
audit services to the City The members of the engagement team have extensive experience with governmental and not for profit entities During the term of this engagement our firm will
not rotate the staff The engagement responsibility will remain with Robert Darilek and Lisa Garner as the engagement partners Darenda Klentzman will be the independent reviewer and Richard
Krampe will serve as the audit manager throughout the engagement The success ofany engagement is largely dependent 6
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 on the audit team assigned We will commit our most experienced
auditors to your engagement All key personnel have prior experience performing audits of governmental units and not for profit entities Key members ofour engagement team are as follows
and it is the intention ofthe firm to use these individuals on the engagement Robert F Darilek C PA Engagement Senior Partner Robert Darilek will have primary responsibility for the
audit of the financial statements He will assist at the senior partner level in all areas of the engagement including planning fieldwork and reporting He will be responsible for consultation
with the junior partner and manager on auditing and accounting issues as they arise He will participate in the presentation ofthe report to the City Council He will be available for
discussion consultation and to advise you on the status ofthe engagement Robert has twenty nine years accounting experience with Darilek Butler Associates PLLC Pfullmann Darilek Butler
Inc Lowrey Company and Arthur Andersen Company and three years experience as corporate comptroller for Monterey Petroleum Corporation Much of Mr Darilek s auditing career involves working
with governmental entities not for profit organizations and federally funded agencies Mr Darilek is a member of the AICPA and the TSCPA Mr Darilek has completed a minimum of forty hours
of continuing professional education for each of the past three years and has met the minimum requirements in accordance with the Government Auditing Standards including cost report
training nonprofit auditing training and various courses relating to government and nonprofit accounting Lisa A Garner C P A Engagement Partner Lisa Garner as audit partner will be responsible
for planning and controlling the audit reviewing audit results and conclusions and reviewing the financial statements Lisa has eleven years experience in public accounting all of which
include experience auditing governmental and non profit organization Ms Gamer has performed conversions of local governments fund financial statements to government wide statements since
2003 and has reviewed comprehensive annual financial reports to ensure that they met the requirements of the Government Finance Officers Association GFOA Ms Garner has extensive experience
in the performance of Single Audits including consulting with federal and state grantors to obtain information or clarification as necessary Ms Garner also has seven years of experience
as an internal auditor at the City of San Antonio and San Antonio Water System and is a Certified Internal Auditor Ms Garner has completed the required hours of continuing professional
education for each of the past three years and has met the minimum requirements in accordance with the Government Auditing Standards including training relating to government and nonprofit
accounting and auditing 7
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 Darenda K1entzman C P A Independent Review Partner Darenda
will have independent partner review responsibility for the audit of the City She will be responsible for insuring that all quality control procedures related to the audit have been
performed and are properly documented and that the audit is complete and ready for issuance Darenda has thirteen years experience in public accounting including nine years experience
auditing governmental organizations Ms Klentzman has completed a minimum of forty hours of continuing professional education for each of the past three years and has met the requirements
in accordance with the Government Auditing Standards including cost report training nonprofit auditing training and various courses relating to government and nonprofit accounting Richard
Krampe C P A Audit Manager Richard has twelve years experience in public accounting all of which include experience auditing governmental and non profit organizations including counties
and cities Mr Krampe is experienced with the conversion of fund financial statements to government wide financial statements and has performed such conversions for numerous local governments
Mr Krampe actually participated in the review of the City s comprehensive annual financial report during his previous employment at another CPA firm Mr Krampe has completed the required
hours of continuing professional education for each of the past three years and has met the minimum requirements in accordance with the Government Auditing Standards including training
relating to government and nonprofit accounting and auditing Juan Carlos Ramirez Experienced Staff Auditor Four years experience in public accounting which includes experience auditing
governmental and non profit organizations Mr Ramirez has met the continuing professional education requirements in accordance with Government Auditing Standards William Summers StaffAuditor
One year experience in public accounting which includes experience auditing governmental and non profit organizations Mr Summers has met the continuing professional education requirements
in accordance with Government Auditing Standards Rudy Jasso StaffAuditor One year experience in public accounting which includes experience auditing governmental and non profit organizations
Mr Jasso has met the continuing professional education requirements in accordance with Government Auditing Standards 8
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 The above key members of the audit team supplemented with
other staff auditors are fully capable of performing and completing the engagement within the required time frame as explained in the request for proposals submitted to our firm All
ofthe named staff above have worked on govermental audit engagements and will participate in the engagement on a full time basis Similar Eneaeementswith Other Governmental Entities The
engagement team proposed to serve the City has years of diversified experience auditing a variety ofgovernmental not for profit and fund accounting entities Some ofthe entities which
they have audited are listed below including names and telephone numbers of client officials to be contacted Robert Darilek is the engagement partner for all of the following engagements
Clients noted with an are current clients Client Contact Governmental Audit Exnerienee City of Castroville Texas FYE 9 30107 Castroville Texas Total Hours 335 RichardMiddleton 830 4903710
City ofBrady Texas A 133 FYE 9 30107 Brady Texas Total Hours 480 Lisa Remini 325 597 2152 City of Stockdale FYE 9 30107 Stockdale Texas Total Hours 300 Carl Lambeck 830 996 3128 Town
of Hollywood Park Texas FYE 9 30107 Hollywood Park Texas Total Hours 360 Janice Alamia 210 494 2023 City of Hondo Texas A 133 FYE 9 0307 Hondo Texas Total Hours 440 Cherelyn Lutz 830
426 3378 Ofthe seven local governments we audit of which five are listed above five of the goverments use INCODE accounting software During the audit we utilize INCODE reports heavily
and our clients e mail them to us for our use Specifically we request trial balances detailed general ledgers by fund financial statements budget to actual reports open accounts payable
items reports payroll reports fixed asset reports and various other reports Additionally most ofthe the local governments that we audit have pooled cash accounts We are experienced in
the9
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 20ID
proper accounting treatment and financial statement presentation of pooled cash accounts for year end financial reporting purposes The local governments above also have business type
activities including water and sewer funds EMS and also have component units including economic development corporations Other As a part of our audit we rely heavy on automated reports
generated from your accounting software We will discuss and evaluate your computer internal controls from an application and security standpoint in order to be able to determine whether
we may place reliance on your computer generated reports As stated previously Lisa Gamer and Richard Krampe the junior partner and manager for the proposed audit of the City have experience
reviewing comprehensive annual financial reports CAFR for compliance with the GFOA s requirements As part of the audit we will use the GFOA s checklist published at GFOA s website to
ensure that the CAFRhas all ofthe required elements We are currently engaged to assist the City ofCastroville in the preparation ofits first CAFR in recent years III SCOPE AND AUDIT
APPROACH Darilek Butler Associates PLLC s audit of the City will be characterized by professionalism and knowledge ofthe industry and will be conducted in the most efficient manner possible
Our goal will be to schedule our work to minimize the interruptions to the Citys staff and its daily work routine to the extent possible Our planning for the engagement has already begun
based on our understanding of the Citys operations a general review of the prior financial statements and the preparation of a budget considering the programs which are managed by the
City and the size of the City Because of the extensive experience our staff has in working with other governmental and nonprofit organizations we do not anticipate requiring the service
of any outside specialists to complete the audit ofthe City As defined in the request for proposals our principal service will be to act as the independent auditors for the City and
perform the audits for the fiscal years ending September 30 2008 2009 and 2010 Our examinations will be in accordance with Generally Accepted Auditing Standards the Standards of 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 ofOMB Circular A B3
and the related compliance supplements as applicable Completion of the audits in accordance with the standards referred to in the preceding paragraph will allow us to achieve the objectives
and complete the scope ofwork required by the request for proposals ID
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 We will prepare a SAS 112 communication letter andor a management
letter which will identifY any significant deficienies material weaknesses or control deficiencies we observe during the audit including recommendations for improvements to the City
s internal controls over financial reporting and compliance In addition we will meet with the personnel for the City to discuss the contents of these letters in detail prior to issuance
The information contained in the letters will be considered confidential and will be released to the City Council for discussion and dissemination as appropriate If no deficiencies are
observed these letters will not be issued An audit consists of several phases target dates and points of communication Each phase is divided into a number of specific tasks which are
summarized below At the conclusion ofeach phase the audit partner or audit manager of our engagement team will meet and discuss the status of the audit with the appropriate members of
the management team These meetings will permit early identification of proposed adjustments and allow both management and the audit team sufficient time to agree on changes to be made
if any The audit approach will be divided into these four basic phases Risk Assessment and Planning 40 Review ofOperations and Control Systems 40 Field Work Substantive and Compliance
Testing 260 hours Financial Reporting 96 hours Risk Assessment and Planning The planning phase will lay the foundation for the direction of our audit of the City It will encompass the
following steps Review the Operating Environment The engagement team will begin the audit by identifYing significant current year transactions and any changes in your operating environment
This will be accomplished by reviewing the current year s activities applicable background information such as City Council minutes and discussing your operations with key personnel
This phase phase will also include a review of the grants administered by the City and contacting the grants management specialist or cognizant agent to ensure we plan the preparation
ofthe reports properly We will determine whether a single audit is necessary This proposal assumes that a single audit will not be performed based on our review or prior audits Develop
an Understanding ofAudit Areas We will identify the audit areas that significantly affect the timing and completion ofthe audit or that might be ofspecial concern to the management this
year 11
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 During this phase we will have a detailed planning meeting
with the City s management with an agenda that will include but not be limited to Staffing Our Specific Initial Audit Concerns Report Requirements and Deadlines Initial Audit Approach
Timing and Schedules Client Assistance and Requirements Needed Including Schedules to be Prepared by City Staff Space and Equipment Needs Progress Reporting Schedule We will develop
a detailed audit approach which will ensure that management personnel have sufficient time to assimilate the data necessary for completion of the audit with minimal disruption ofoperating
activities Perform an Analytical Review During the planning phase we will perform apreliminary analytical review of account balances between account periods and ratio and trend analysis
to improve our understanding of the City and its operations and to identify critical audit areas Review of Operations and Control Systems This phase of the audit includes two distinct
activities a detailed and more expanded review of operations which adds to the preliminary review we conducted in phase one and the development ofan audit plan Identifying Operational
and Internal Control Kev Areas We will identify and review the strengths and weaknesses in the transaction cycles and the audit areas that have a bearing on the audit objectives The
identification ofinternal control strengths and weaknesses will enable us to determine the appropriate emphasis to be placed on audit testing It will also serve as a basis for the development
ofrecommendations for improving efficiency and effectiveness in operations Assess Risk We will assess risk for the relevant audit assertions and areas in accordance with the new risk
assessment standards These new standards are effective for the City beginning for its fiscal year ended September 30 2008 The new risk assessment standards require auditors to obtain
and document document more information about internal controls than previously required and require auditors to assess risk for financial categories and transactions classes This risk
assessment will result in tailored audit programs and procedures for the audit ofthe City and will allow us to devote more attention to areas with increased risk These new risk assessement
12
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 standards have resulted in increased audit costs for audit
clients ofall auditors due to the need for additional work Develop an Audit Plan Based on Risk Assessment We will finalize our audit plan and audit programs based on our understanding
of each audit area Timetables for completing the audit plan will be discussed with management to enable them to understand the nature ofour tests the workwe are to perform and ascertain
the materials and data they will need to provide our staff At this time we will also specify any specific schedules or reports required of City staff Typically the staff requirements
will include the following information 1 Typing ofany required confirmation letters necessary during the audit 2 Generating computer vouching and compliance schedules 3 Assisting in
preparing schedules detailing asset and liability accounts and assisting in establishing proper year end accruals 4 Providing copies ofpolicies and procedures contracts agreements and
other information regarding the City 5 Preparation ofvouching schedules not attainable from the computer system 6 Locating support documents for transactions selected for testing Field
Work Our field work will primarily consist of compliance tests for major and non major programs and a review of account balances for cash receivables fixed assets and payables as well
as verification and analysis of revenues and expenditures We will also vouch transactions for various accounts by reviewing supporting documentation Through the course of our review
we will identify any potential audit adjustments review such items with the City personnel and determine if additional schedules or analysis is required before completing our final report
Our field work will primarily consist of compliance tests for major and non major programs and a review of account balances for cash receivables fixed assets and payables as well as
verification and analysis of revenues and expenditures We will also perform vouching for various expense accounts by reviewing detail supporting documentation Through the course of our
review we will identify any potential audit adjustments review such items with the City personnel and determine if additional schedules or analyses are required before issuing our report
13
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 Sampling We will use audit sampling for the following audit
tests Substantive tests ofdetails ofbalance sheet accounts Substantive tests of details oftransactions Tests of controls Tests of compliance with laws and regulations as applicable We
will confirm a selection ofcustomer receivables vouch aselection ofpayroll and non payroll expenditures and fixed asset additions and will also inspect documents for a dual purpose test
of internal controls and compliance with laws and regulations as applicable For certain substantive tests we will assess the appropriate level of tolerable misstatement and select the
individually significant items and any unusual items for testing We will select from the remaining balance if additional testing is necessary For other substantive tests tests of controls
and compliance testing we will initially select a sample of 25 to 60 expenditures as recommended by industry guidelines If deviations are found we may need to increase the sample sizes
The sampling methods we will use are random selection haphazard selection and judgmental selection We will stratify the sample to ensure selections oflarger and smaller dollar amounts
as necessary Analytical Procedures In addition to analytical procedures performed for planning purposes we will perform analytical reviews along with substantive detailed tests in various
audit areas An overall final analytical review will also be performed at the financial statement level before the issuance ofthe report Financial Reporting The last phase of the audit
will be the reporting phase Because we emphasize early problem resolution in the planning and field work phases of the audit this phase will consist primarily of reviewing the fair presentation
of the final balances that will appear in the financial report of the City We will identify potential financial statement adjustments and we will discuss the net effect ofthese adjustments
with the respective management personnel We will also work with management for the City to resolve all reporting format issues content issues and other technical issues related to the
presentation of our final audit reports not previously determined during the planning phase We will issue the following reports in accordance with the request for proposal and the requirements
ofGovernment Auditing Standards as applicable for the City 14
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 1 An opinion on the financial statements stating they are
presented fairly in all material respects in accordance with generally accepted accounting principles 2 An opinion on the combining and individual nonmajor fund financial statements
and other schedules in relation to the financial statements taken as awhole 2 A report on compliance and on internal control over financial reporting based on an audit of financial statements
performed in accordance with Governmental Auditing Standards as applicable if federal funds were received during the year We will also ensure that the financial statements and required
supplemental information are prepared in accordance with GASB statements as applicable We will perform the conversion of the fund financial statements to the govemment wide financial
statements and will assist in the preparation of the footnotes directly related to the conversion We will audit the remaining footnotes prepared by the City for accuracy and assist with
their preparation as necessary We will audit We will audit the combining and individual nonmajor fund financial statements and other schedules We will audit the Schertz Economic Development
Corporation in conjunction with the audit of the City as a component unit As directed by the City we will also issue a separate audit report for the Schertz Economic Development Corporation
We will assemble the CAFR and the report for the Economic Development Corporation as instructed by the City and using the City s binding materials as appropriate We will provide the
City with 25 copies ofthe CAFR Upon completion ofthe above audit the audit team will prepare a management letter as referred to above containing recommendations related to improving
or correcting deficiencies in internal controls budgetary procedures and operating procedures for the City Any suggestions for improving controls administrative methods or management
operations will be reviewed by the appropriate personnel to ensure our understanding of the existing procedures and circumstances are clear prior to submission ofthis report to the audit
committee or City Council We will also communicate with the Mayor and City Council in accordance with SAS No 114 The Auditor s Communication with Those Charged with Governance SAS No
114 requires us to communicate audit matters that are in our professional judgment significant and relevant to those charged with governance in overseeing the financial reporting process
We will issue a written letter to the Mayor and Council at the conclusion of the audit to communicate these matters We will also communicate internal control related matters and any
fraud or illegal acts15
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 Quality Control Process Prior to the issuance of final reports
the audit workpapers and the audit reports are subjected to our internal quality control review performed by our quality control partner This quality control review ensures that our
clients receive accurate and complete audit reports which comply with auditing standards generally accepted in the United States of America and with applicable federal state and other
requirements Record Retention The workpapers for this engagement are the property ofDarilek Butler Associates PLLC and constitute confidential information However we may be requested
to make certain workpapers available to Cognizant or Grantor Agencies pursuant to City given to it by law or regulation If requested access to such workpapers will be provided under
the supervision ofDarilek Butler Associates PLLC personnel Furthermore upon request we may provide photocopies of selected workpapers to Cognizant or Grantor Agencies The Cognizant or
Grantor Agencies may intend or decide to distribute the photocopies or information contained therein to others including other governmental agencies The workpapers for this engagement
will be retained for a minimum of five years after the date of the auditor s report is issued or for any additional period requested by the Cognizant or Grantor Agencies If we are aware
that a federal 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 workpapers
IV PROPOSED AUDIT SCHEDULE Following is aproposed schedule for the audit ofthe City Responsible Phases of the Audit Beginning Date Staff Name Staff Title Planning September 23 2008 R
Darilek Partner L Gamer Partner R Kramoe Manaeer Review of Operations and Control Systems November 3 2008 L Gamer Partner R Krampe Manaeer Field Work Interim November 3 2008 L Gamer
Partner R Krampe Manager Year End November 24 2008 J Ramirez Staff Financial Reporting Draft Report January 19 2009 R Darilek Partner L Gamer Partner D Klentzman Review Partner R Krampe
Manager Final Report January 23 2009 R Darilek Partner L Gamer Partner R Kramoe Manaeer 16
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 V OTHER REFERENCES Client Contact Person Corpus Christi
Housing Authority A 133 Corpus Christi Texas Pat Huwe 361889 3314 Conununity Council of Southwest Texas Inc A I33 Uvalde Texas Jorge Botello 830 278 6268 South Texas Rural Health Services
A 133 Cotulla Texas Don Trevino 830 879 3047 Housing and Community Services Inc San Antonio Texas Steve Henderson 210 4832010 Assisting Texas With Housing Inc A 133 Round Rock Texas
James Mitchell 512 255 7155 The Quirk Group Inc San Antonio Texas Jace Westbrook 210 342 9421 The Champion Group Inc San Antonio Texas David Gartley 210 492 1482 James Fox Securities
Inc Oceanside California James Fox 602241 7866 VI ADDITIONAL DATA AND OTHER INFORMATION We meet the independence standards of the U S Government Accountability Office s GAO Government
Auditing Standards and are in compliance with the GAOs requirements for continuing education for governmental auditing Darilek Butler Associates PLLC does not have any relationship direct
or by marriage between members ofour firm and any City official or employee VII FEES As directed by the Request for Proposals our fee estimates for the audits ofthe City are provided
in a separate sealed envelope and include the dollar cost proposals for the audits of the financial statements for the years ending September 30 2008 2009 and 2010 and additional possible
years ending September 30 2011 and 2012 Darilek Butler Associates PLLC bases its fees on the time spent by personnel assigned to an engagement at hourly rates related to the training
and experience ofthe assigned personnel plus 17
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 out ofpocket expenses We are committed to providing the
Citywith the optimum value for our services Progress bills based on our work plan will be made on the basis of hours of work completed during the course of the engagement Interim billings
shall cover a period of not less than a calendar month in which services are rendered Our fees are based on time spent on each engagement and the billing rates of the individuals assigned
Although we have strong credentials in the governmental and nonprofit industry our fees are competitive and should be an important factor in your decision We anticipate work on the engagement
to follow the time frame and planning schedule identified in the proposal The fee estimates assume that a single audit in accordance with OMB Circular A 133 will not be performed If
it is determined that a single audit is necessary we will discuss with the City and agree to afee for the single audit before we commence additional work The fee estimates for the City
are based on anticipated cooperation from City personnel and the assumption that unexpected circumstances will not be encountered during the audit These fee estimates also anticipate
the completion of necessary schedules required for the audit that will include but not be limited to the following 1 Reconciliation ofbank accounts 2 Reconciliation ofaccounts receivable
3 Reconciliation ofaccounts payable 4 Reconciliation offixed assets and the computation of depreciation 5 Completion ofyear end accruals i e accounts payable and payroll 6 Rollforward
oflong term debt and capital leases payable 7 Reconciliation of grants receivable to the appropriate federal state reports 8 Other schedules as necessary Additionally as required in
the request for proposals a detailed list of items to be prepared and provided by City personnel is also attached This list is comprehensive and not all items may apply Preparation ofthese
schedules can be incorporated into the completion ofthe audit however the above fee estimates do not incorporate costs associated with additional schedule preparation Fees associated
with the completion ofthese schedules will be negotiated and billed separately The fee estimates also assume based on discussions at the pre proposal meeting on August 15 2008 that the
City and its consultant will prepare the fund financial statements budget schedules notes to the financial statements and statistical section We will prepare the 18
CITY OF SCHERTZ TEXAS Proposal for Professional Auditing Services For the Fiscal Years Ending September 30 2008 2009 and 2010 government wide financial statements and will review the
fund financial statements budget schedules notes to the financial statements and statistical section and modify as necessary We will also assist in the preparation ofthe note to the
financial statements that are derived from the government wide financial statements The fee estimates provided in the separate sealed envelope include the estimate for the separate audit
of the Economic Development Corporation including the separately issued financial statements We will perform any additional audit services as may be required but not specified in the
request for proposals The fee for additional services will be based on the hourly rates quoted in the separate cost proposal plus out ofpocket expenses The proposed audit fee includes
assistance throughout the year for accounting and audit related questions VIII CONCLUDING REMARKS Darilek Butler Associates PLLC is a full service public accounting firm which specializes
in the audits of local governments and non profit organizations with extensive experience performing audits in accordance with Government Auditing Standards and OMB Circular A 133 Our
firm is perfectly suited as auditors for the City now and in the future We will work closely with you during the audit keeping you informed ofcritical issues as soon as they arise and
will be available throughout the year to assist you in other matters as necessary We will be committed to meeting your timelines and expectations We would value the City as a client
and greatly appreciate this opportunity to propose on the audit of the City 19
CITY OF SCHERTZ BID SHEET BID ANNOUNCEMENT NUMBER RFP 08 FIN 31 PS 01 DATE glnlo PAGE I OF I J24J i1tk bUlikr fASorwte5 PLLC BIDDER AUTHOR IGNATURE Please refer to Standard Purchase
Terms and Conditions before completing bid Quote your best price including F O B Destination on each item where applicable In submitting this bid you certify the following a The prices
in this bid have been arrived at independently without consultation communication or agreement with any other bidder or competitor for the purpose of restricting competition with regard
to prices b I am an Equal Opportunity Employer and c I am aware of the Bid date and time designated within the Bid Invitation and d All numbers and information provided within the Bid
is true and correct to the best of my knowledge NOTICE TO ALL BIDDERS BIDDER SHALL ENCLOSE IN A SEALED ENVELOPE MARKED WITH THE NAME OF THE BID AND THE BID NUMBER ADDRESSED TO THE CITY
OF SCHERTZ CITY SECRETARY 1400 SCHERTZ PARKWAY SCHERTZ TEXAS 78154 ONE ORIGINAL AND TWO COPIES OF ALL BID DOCUMENTS MUST BE SUBMITTED BIDDER MUST STATE IF BID IS ALL OR NONE OR IF ANY
OTHER CONDITIONS APPLY OTHERWISE CITY OF SCHERTZ MAY PAICK AND CHOOSE ANY ITEM OR GROUP OF ITEMS ACCORDING TO CITY S BEST INTEREST Before submitting your bid please read all bid invitation
documents carefully If there are questions contact the individual indicated on the Bid Invitation Announcement Any discrepancies between the bid invitation and the Bidder s response
generally extend the bid evaluation period and often cause the bid to be declared non responsive FACSIMILE AND ELECTRONIC MAIL BIDS The City currently requires that bids be submitted
sealed and delivered in the manner required by the bid invitation to be opened in the presence of the City Secretary or Purchasing Manager and any of those Bidders desiring to be present
2
EDWARD E G LIY CPA System Peer Reyiew Report To the Shareholders Darilelc Butler Associates PLLC have reviewed the system ofquality control for the accoul1ling and auditing practice
of Darilek Butler Associates PLLC the firm in effect for the year ended May 3 L 2007 A system of quality control encompasses the firm s organizational structure the polices adopted and
procedures established to provide it with reasonable assurance of conforming with professional standards The elements of quality control are described in the Statements on Quality Control
Standards issued by the American Institute of CPAs CAlepA The firm is responsible for designing a system of quality control and complying with it to provide the finn reasonable assmance
of conforming with professional standards in all material respects My responsibility is to express an opinion on the design of the system of quality control and the firm s compliance
with its system ofquality control based on my review My review was conducted in accordance with standards established by the Peer Review Board of the AlepA During my review I read required
representations from the firm interviewed firm persom1el and obtained an understanding of the nature of the finn s accounting and auditing practice and the design of the firm s system
of quality control sufficient to assess the risks implicit in its practice Based onmy assessments I selected engagements and administrative files to test for conformity with professional
standards and compliance with the finn s system of quality control The engagements selected represented a reasonable cross section of the firm s accounting and auditing practice with
emphasis on higher risk engagements The engagements selected included among others audits of Employee Benefit Plans and engagements performed under Government Auditing Standards Prior
to concluding the review I reassessed the adequacy of the scope of the peer review procedures and met with firm management to discuss the results of my review believe that the procedures
I performed provide a reasonable basis for my opinion In performing my review I obtained an understanding of the system of quality control for the firm s accounting and auditing practice
In addition tested compliance with the firm s quality control policies and procedures to the extent I considered appropriate These tests covered the application of the firm s policies
and procedures on selected engagements My review was based on selected tests therefore it would not necessarily detect all weaknesses in the system of quality control or all instances
of noncompliance with it There are inl1erent limitations in the effectiveness of any system of quality control and therefore noncompliance with the system of quality control may occur
and not be detected Projection of any evaluation of a system of quality control to future periods is subject to the risk that the system of quality control may become inadequate because
of changes in conditions or because the degree of compliance with the policies or procedures may deteriora
tePe rRt vie Report Page In 111Y opinion the system of quality control Jor the accoumin and auditing
practice of Darilek Bnller Associates PLLC in effect for the year ended MIay2007 has been designed to meet the requirements of the quality comro standards for an accounting and auditing
practice established by the AICPA and vas complied with during the vear then ended 10 provide the firm with reasonable assurance of conforming with professional standards As is customary
in a system review 1 have issued a leller under this date that sets forth commems thar were not considered to be of sufficiem significance to affect the opinion expressed in this report
December 13 2007 tf2Lf74 cJI
d i F f C i O r i iU r S li iF WThiI TEXAS STATE BOARD OF PUB IC ACCOUNTANCY Iil I I THE DIVIDUAL OR FIRM OFFICE IDENTIFIED BELOW IS L1CEI ED TO PRACTICE PUBUC ACCOUNTAI CY IN TEXAS
IDENTIFICATION NO EXPIRES ON C95218 001 WG 954 31 2009 II FORIJ 1 0 OB041006 GS DARILEK BUTLER ASSOCIATE PlLC OFFICE 2102 N LUOP 1604 STE ZfiZ SAN AhTONIQTX 78232 I 7 1 J mr ou u L J
L 1 llTl I
c2 c oc Y i Y 1 1 J E E tcR 1 J r Lfb I L CCJf l AI jC f o l 1IILII rit li E I ii I j j IF h i I I i i I i J2d iJI 1 II i I I I S I P to CTICE E IF EJSI J FO JIO 1L1 IHIFICt T1CJ1 hJ
IitIi1 1 111 I 12131 2 D8 03025355 D27 39b I ii ROBERT FRANK DARILEK CERTIFIED PU3LIC ACCDUNTANT DARILEK BUTLER CO 2102 NORTH LOOP 1604 E STE ZG2 SAN ANTONIO TX 78232 1 Y oJ J J J II
I S TEXAS STATE BOARD OF PUBLIC ACCOUNTANCY Ii IDENTIFICATION NO ili 1 O r ml NflJ THE INDIVIDUAL OR FIRM OFFICE IDENTIFIED BELOW IS LiCEI SED TO PRACTICE PUBLiC ACCOUNTANCY IN TEXAS
EXPIRES ON FORI NO 015262 1312 2008 08024515 IlJIL LISA ATKINSON GARNER CERTIFIED PUBLIC ACCOUNTANT 1822 SHADY HOLLOW SAN ANTONIO TX 18255 1 n F
0 lI 2 T f i i iL TELL SiJ E l 4Rl PU3 J L C UI jJJCJ i1t j 1 1 11 IlI JJAL OF 1 tiIv FIE 10 I rrirl 8t L IV PUS Ie ACCOUI Ti IK II TEyL I c I Lj IIlSE J r F C ii E IOEbJTIFICFTIOhJ
1 0 E Pir tES Ol CIR 1 IjC i1 1 025540 b 3C2 ZDO CbObD17L Ii STEVEN HObARD SUTLER CERTIFIED PUBLIC ACCOUNTANT OARILcK eUTLER CO 2102 NORTH LOOP 16D4 E STf 202 SAN ANTONIO TX 18232 I
0 IT r I J J u T 1 UST m n y T TEXAS STATE BOARD OF PUBLIC ACCOUNTANCY 1 THE INDIVIDUAL OR FIRM OFFICE IDE TIFIED BELOW IS LICENSED TO PRACTICE I PUBLIC ACCOUNTANCY IN TEXAS IDENTIFICATION
NO 064581 Ij J L m rJll W L e J e L II OC EXPIRES ON FORho I D 1312009 D8062661 OARENDA DIANNE KLENTZMAN CERTIFIED PUBLIC ACCOUNTANT 20803 PHLOX MEADOW SAN ANTONIO TX 78259 i iIt I II
I v I 1111I IlII l j il1JII I I
r u r II Ilt It f r Ll iI I l TEXAS STATE BOARD OF PUBLIC ACCOUNTANCY THE INDIVIDUAL OR FIRM OFFICE IDENTIFIED BELOW IS LICENSED TO PRACTICE PUBLIC ACCOUNTANCY IN TEXAS IDENTIFICATION
NO EXPIRES ON FORIJi NO 071603 930 2008 OlH10RbOlt RICHARD E KRAKPE JR CERTIFIED PUBLIC ACCOU ANT 941 lEST BYROSTE 101 UNIVERSAL CITY TX 6148 1 l I l I U
ATTACHMENT CITY OF SCHERTZ TEXAS Financial and Compliance Audit Listing ofPrepared by Client PBC Items For the Fiscal Year Ending September 30 2008 CASH AND CASH EOUlVALENTS 1 Copies
ofbank reconciliations and bank statements for all accounts at September 30 2008 2 List ofcertificates ofdeposits and statements at September 30 2008 if any 3 Make available bank statements
for the months ofOctober and November 2008 4 Copies ofdepository agreements 5 Copies ofpledged collateral agreements INVESTMENTS 6 Roll forward schedule of investments for the period
from October 1 2007 through September 30 2008 include purchases and sales of investments during the year 7 Provide a copy ofthe Investment Policy 8 Schedule ofinterest revenue for the
year ended September 30 2008 including any interest receivable at September 30 2008 9 Copies ofcertificates for most recent investment training ACCOUNTS RECEIVABLE 10 Accounts receivable
taxes and other detail reports for each fund at September 30 2008 II Detail accounts receivable receivable reports for service receivables i e water and sewer EMS etc at September 30
2008 12 Listing of subsequent receipts from October I 2008 through November 30 2008 13 Cash receipts reports or logs of cash receipts during the fiscal year Source documents should be
available for review upon request 14 Prepare a reconciled analysis ofinterfund receivables payables at year end IS Prepare a schedule ofgrants receivable at year end OTHER APSRSEETPS
AIDS 16 Prepare aschedule ofprepaid expenses at year end 17 Schedule ofinsurance policies in effect during the fiscal year including the following information Description ofPolicy Premium
Coverage and Limits ofCoverage Effective Dates 18 Inventory valuation listings reconciled to the general ledger at September 30 2008
ATTACHMENT CITY OF SCHERTZ TEXAS Financial and Compliance Audit Listing ofPrepared by Client PBC Items For the Fiscal Year Ending September 30 2008 FIXED ASSETS 19 A schedule of fixed
assets and related accumulated depreciation at September 30 2008 The schedule should be aroll forward schedule from the prior year 20 A detail ofcapital outlay accounts by fund i e machinery
vehicles furniture and fixtures 21 Prepare a detail of actual fixed asset additions during the year including the following descriptions Description ofAsset Purchase Date Vendor Amount
Funding Source 22 Provide alisting of fixed asset dispositions during the year including any related gains losses 23 Provide a detail of construction in progress during the year ACCOUNTS
PAYABLE 24 A detailed listing of accounts payable by fund at September 30 2008 25 A detailed listing ofmiscellaneous payables at year end 26 A list of subsequent disbursements check
registers for the period from October 1 2008 through November 30 2008 LEASES 27 Schedule ofleases in effect during the fiscal year 28 Copies of all lease agreements ACCRUED LIABILITIES
29 Prepare aschedule ofaccrued liabilities at year end and provide supporting documentation for the accruals 30 Prepare aleave liability report for accrued sick and vacation leave at
year end LONGTERM DEBT 31 Rollforward schedule oflong term debt 32 Schedule ofinterest expense and interest payable at year end 33 Copies ofdebt agreements and amortization schedules
ATTACHMENT CITY OF SCHERTZ TEXAS Financial and Compliance Audit Listing of Prepared by Client PBC Items For the Fiscal Year Ending September 30 2008 EQUITY 34 To ensure that anyprior
year audit adjustments were posted prepare schedules that roll forward equity for each fund Ensure that beginning balances equal ending balances in prior year audit report REVENUE 35
Prepare a detail ofrevenue by fund 36 Provide the 2007 2008 Property Tax Rolls 37 Provide the list ofdelinquent tax accounts at September 30 2008 38 Provide alist ofdoubtful accounts
at September 30 2008 39 Provide a schedule which reconciles interfund transfers inout during the year with descriptions oftransfers EXPENDITURES 40 Provide the beginning and ending check
numbers for all checking accounts for the fiscal year PAYROLL EXPENDITURES 41 Copies of Forms 941 and TWC reports for the fiscal year 42 Prepare a detail of payroll expenditures by fund
Salaries and Wages FICA Matching Fringe Benefits 43 Provide a listing ofpay periods during the fiscal year 44 Provide beginning and ending payroll check numbers during the year PENSION
PLANIEMPLOYMEE BENEFITS 45 Copy of information from Texas Municipal Retirement System TMRS for required pension plan footnote disclosure i e actuarial valuation contributions required
and contributions made net pension benefit obligation actuarial accrued liability etc 46 Copies ofcontracts and other supporting documentation pertaining to other employee benefit plans
47 Provide information regarding post employment benefits offered to former employees other than retirement
ATTACHMENT CITY OF SCHERTZ TEXAS Financial and Compliance Audit Listing ofPrepared by Client pBC Items For the Fiscal Year Ending September 30 2008 GRANTS 48 Copies ofall current grant
contracts budgets and awards letters for our files 49 Print expenditure reports for the program year and fiscal year for all grant contracts in effect during the year 50 Copies ofall
close out reports for grant program years which ended during the fiscal year 51 Provide grant files including requests for reimbursements or drawdown records during the year and subsequent
to year end 52 Provide the state to vendor on line payment system records from the Texas Comptroller s website for the fiscal year 2008 and 2007 and 2009 2007 and 2009 are for cut offprocedures
This report will show all payments made to the City by the State of Texas 53 Provide acopy ofthe indirect cost plan andor indirect cost rate proposal if applicable 54 Provide listings
ofsubrecipients offederal grants received by the City by grant awards if any 55 Provide Provide any audit or monitoring reports received from grantor agencies if any GENERAL 56 Provide
adetailed general ledger for the fiscal year ended September 30 2008 electronic 57 Provide atrial balance for the fiscal year ended September 30 2008 electronic and hard copy 58 Provide
the City s approved budget for the fiscal year ended September 30 2008 plus any approved amendments 59 Provide the City s approved budget for the fiscal year ended September 30 2009
plus any amendments 60 Provide an updated chart of accounts 61 Provide an updated organizational chart 62 Provide copies ofaccounting and financial policies and procedures 63 Provide
copies ofpersonnel policies and procedures 64 Provide a copy ofthe pension plan and any amendments 65 Provide an updated list ofCity Council members 66 Make available Council s meeting
minutes from October 1 2007 to present 67 Provide a listing of property and equipment or goods and services donated to the City during the year
ATTACHMENT CITY OF SCHERTZ TEXAS Financial and Compliance Audit Listing ofPrepared by Client PBC Items For the Fiscal Year Ending September 30 2008 CONFIRMATIONS 68 Listing ofall bank
accounts including bank name and address bank account name and number and bank balance at September 30 2008 Also provide this information for any certificates ofdeposit or money market
accounts 69 Listing ofall investments including bank or investment company name and address account number and balance at September 30 2008 70 Listing ofloans notes capitalleases payable
with principal balances at September 30 2008 including lender s name and address loan number interest rate maturity date and balance 71 Names and address of attorneys consulted during
the year and currently
DRAFT ENGAGEMENT LETTER September 23 2008 Mr Juan Santoya Finance Director City of Schertz Texas 1400 Schertz Parkway Building 2 Schertz Texas 78154 Weare pleased to confirm our understanding
ofthe services we are to provide the City ofSchertz for the year ended September 30 2008 We will audit the financial statements of the governmental activities the business type activities
the discretely presented component units each major fund and the aggregate remaining fund information which collectively comprise the basic financial statements ofthe City ofSchertz
the City as ofand for the year ended September 30 2008 Accounting standards generally accepted in the United States provide for certain required supplemental information RSI such as
management s discussion and analysis MD A to accompany the City s basic financial statements As part of our engagement we will apply certain limited procedures to the City s RSI These
limited procedures will consist principally of inquires of management regarding the methods of of measurement and presentation which management is responsible for affirming to us in
its representation letter Unless we encounter problems with the presentation of the RSI or with procedures relating to it we will disclaim an opinion on it 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 comparison
schedules 3 GASB required supplementary pension information Supplemental information other than RSI also accompanies the City s basic financial statements We will subject the following
supplementary information to the auditing procedures applied in our audit of the basic financial statements and will provide an opinion on it in relation to the basic financial statements
1 Combining nonmajor fund financial statements 2 Individual fund financial statements 3 Statistical section
Mr Juan Santoya City of Schertz Texas September 23 2008 Page 2 of6 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 ofthe additional information referred to in
the first paragraph when considered in relation to the basic financial statements taken as a whole Our audit will be conducted in accordance with US generally accepted auditing standards
and the standards for financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States and will include tests ofthe accounting records
of the City of Castroville and other procedures we consider necessary to enable us to express such opinions Ifour 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 the audit or are unable to form orhave not formed opinions we may decline to express opinions
or to issue a report as a result ofthis engagement We will also provide a report that does not include an opinion on internal control related to the financial statements and compliance
with laws regulations and the provisions of contracts or grant agreements noncompliance with which could have a material effect on the financial statements as required by Government
Auditing Standards The report on internal control and compliance will include a statement that the report is intended solely for the information and use of City Council management and
specific legislative or regulatory bodies and is not intended to be and should not be used by anyone other than these specified parties If during our audit we become aware that the City
is subject to an audit requirement that is not encompassed in the terms of this engagement we will communicate to management and those charged with governance that an audit in accordance
with with US generally accepted auditing standards and the standards for financial audits contained in Governmental Auditing Standards may not satisfY the relevant legal regulatory or
contractual requirements Management Responsibilities Management is responsible for the basic financial statements and all accompanying information as well as all representations contained
therein You are responsible for making all management decisions and performing all management functions relating to the financial statements and related notes and for accepting full
responsibility for such decisions You will be required to acknowledge in the management representation letter that you have reviewed and approved the financial statements 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 ofthose services and accepting responsibility for them Management is responsible for establishing and maintaining
internal controls including monitoring ongoing activities for the selection and application of accounting principles and for
Mr Juan Santoya City ofSchertz Texas September 23 2008 Page 3 of6 the fair presentation in the financial statements of the respective financial posItIOn of the governmental activities
business type activities each major fund and the aggregate remaining fund information of the City and the respective changes in financial position and cash flows where applicable in
conformity with U S generally accepted accounting principles Management is responsible for making all financial records and related information available to us and for the accuracy and
completeness of that information Management s 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 I 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
or illegal acts 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 for taking timely and appropriate steps to remedy any fraud illegal acts violations
ofcontracts or grant agreements or abuse that we may report Management is responsible for establishment and maintenance ofa process for tracking the status of audit findings and recommendations
Management is also responsible for identifying for us previous audits or other engagements 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 responsible for providing managements views on our current findings conclusions and recommendations as well as you planned corrective actions Audit Procedures General An audit includes
examining on atest 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 ofabuse is subjective Government Auditing Standards do not expect auditors to provide reasonable
assurance ofdetecting abuse
Mr Juan Santoya City of Schertz Texas September 23 2008 Page 4 of6 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 laws or govemmental regulations that do not have a direct and material effect on the financial statements However we will inform you of any material errors or any fraudulent
reporting or misappropriation of assets that come to our attention We will also inform you of any violations of laws or govemmental 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 later periods for which we are not engaged as auditors Our procedures
will include tests ofdocumentary 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 ofour 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 internal control sufficient to plan the
audit and to determine the nature timing and extent of audit procedures to be performed 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 An audit is not designed to provide assurance
on internal control or to identity 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 A1CPA professional standards and Government Auditing Standards 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 the provisions of applicable laws regulations contracts agreements
and grants However the objective of our
Mr Juan Santoya City ofSchertz Texas September 23 2008 Page 5 of6 audit will not be to provide an opinion on overall compliance and we will not express such an opinion in ourreport on
compliance issued pursuant to Government Auditing Standards Audit 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 will provide copies of our reports to the City however management is responsible for distribution ofthe reports and the financial
statements Unless restricted by law or regulation or containing privileged and confidential information copies ofour reports are to be made available for public inspection The audit
documentation for this engagement is the property of Darilek Butler Associates PLLC and constitutes confidential information However pursuant to authority given by law or regulations
we may be requested to make certain audit documentation available to the City s oversight agency or its designee afederal agencyproviding 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 ofDarilek Butler Associates PLLC 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 federal or state agencies
If we are aware that a federal awarding agency or auditee is contesting an audit finding we will contact the party ies contesting the audit finding for guidance prior to destroying the
audit audit documentation We expect preliminary audit work to begin in September 2008 and to return in November 2008 and complete audit field work and issue the reports no later than
January 31 2009 Our fees for these services will be based on the actual time spent at our standard hourly rates plus out of pocket costs Our standard hourly rates vary according to the
degree of responsibility involved and the experience level ofthe personnel assigned to your audit Our invoices for these fees will be rendered each month as work progresses and are payable
on presentation Based on our preliminary estimates we do not anticipate the fee will exceed for the audit of the financial statements of the City including the audit of the Schertz Economic
Development Corporation plus out of pocket expenses of The fee estimates are based on anticipated cooperation from your staff in assisting and assimilating the data necessary to complete
the audit staff reconciliation ofpayroll amounts and staff posting of adjustments to the books books and records
Mr Juan Santoya City ofSchertz Texas September 23 2008 Page 6 of6 of the City We will assist in whatever procedures are necessary to direct your personnel in completing these tasks This
estimate also assumes 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 This fee estimate assumes that a single audit is not required In the event asingle audit is required adjustments to the fee will be
made accordingly Governmental Auditing Standards require that we provide you with a copy of our most recent external peer review report and any subsequent peer review reports received
during the period of the contract Our 2007 peer review report accompanies this letter We appreciate the opportunity to be of service to the City 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 below and return
this letter to us Sincerely DRAFf COPY NO SIGNATURE Robert F Darilek RFD lg RESPONSE This letter correctly sets forth the understanding of the City of Schertz Texas Signature Title Date
ID Task Name Start Duration Finish Predecessors 1 Project Management Contract Tue 9/9/08 0 days Tue 9/9/08 2 Pre Bid Conference 1 Tue 9/16/08 1 day Tue 9/16/08 1FS+5 days 3 Public Bid
Scope Posting 1 Mon 9/29/08 0 days Mon 9/29/08 2FS+9 days 4 Bid Date 1 Fri 10/10/08 0 days Fri 10/10/08 3FS+9 days 5 Pre Bid Conference 2 Tue 9/23/08 1 day Tue 9/23/08 2FS+4 days 6 Public
Bid Scope Posting 2 Mon 10/6/08 0 days Mon 10/6/08 5FS+9 days 7 Bid Date 2 Mon 10/20/08 1 day Mon 10/20/08 6FS+9 days 8 Issue Contracts from Bid 1 Thu 10/16/08 12 days Fri 10/31/08 4FS+3
days 9 Construction of New Rec Center Wed 10/22/08 213 days Fri 8/14/09 10 Mobelization Wed 10/22/08 5 days Tue 10/28/08 4FS+7 days 11 Sitework Mon 11/3/08 50 days Tue 1/20/09 8 12 Utilities
Mon 11/17/08 42 days Tue 1/13/09 11SS+10 days 13 Parking Lot Fri 2/27/09 25 days Thu 4/2/09 35 14 Site Concrete Fri 4/3/09 15 days Thu 4/23/09 13 15 Transformer Pad Fri 4/24/09 4 days
Wed 4/29/09 14 16 Masonry Wall Footing Thu 4/30/09 4 days Tue 5/5/09 15 17 Dumpster Enclosure/Fencing Fri 4/3/09 2 days Mon 4/6/09 13 18 Landscape & Irrigation Wed 5/6/09 15 days Mon
6/8/09 16 19 Splash Pad Wed 5/13/09 7 days Thu 5/21/09 18SS+5 days 20 Foundation Mon 11/17/08 35 days Fri 1/2/09 21 Building Pad Mon 11/17/08 13 days Wed 12/3/08 11SS+10 days 22 Drilled
Piers Thu 12/4/08 5 days Wed 12/10/08 21,90 23 Forms Fri 12/12/08 5 days Thu 12/18/08 101,92,22 24 Rebar Fri 12/19/08 5 days Thu 12/25/08 23 25 Concrete Pour & Finish Fri 12/26/08 1
day Fri 12/26/08 24 26 Conc. Break Test Fri 1/2/09 0 days Fri 1/2/09 25FS+5 days 27 Tilt Walls Mon 1/5/09 12 days Tue 1/20/09 26 28 Structural Steel Wed 1/21/09 12 days Thu 2/5/09 27
9/9 9/29 10/10 10/6 1/2 8/31 9/7 9/149/21 9/2810/5 0/1 0/1 0/2 11/2 11/9 1/1 1/2 1/3 12/7 2/1 2/2 2/2 1/4 1/11 1/18 1/25 2/1 2/8 2/152/22 3/1 3/8 3/15 3/22 3/29 4/5 4/12 4/19 4/26 5/3
5/10 5/17 5/245/31 6/7 6/146/21 6/28 7/5 7/12 7/19 7/26 8/2 8/9 8/16 September October November December January February March April May June July August Task Split Progress Milestone
Summary Project Summary External Tasks External Milestone Deadline Schertz New Recreation Center -Schedule 001 Projected Completion Date -August 15, 2009 Page 1 Project: Schertz Rec
Center Schedule 0 Date: Tue 9/2/08
ID Task Name Start Duration Finish Predecessors 29 Roof Deck Fri 2/6/09
4 days Wed 2/11/09 28 30 Set EquipmentCurbs Thu 2/12/09 2 days Fri 2/13/09 29 31 Flat Roof Mon 2/16/09 9 days Thu 2/26/09 30 32 Metal Canopies & Awnings Fri 2/27/09 11 days Fri 3/13/09
31 33 Roof Hatch Thu 2/12/09 0.25 days Thu 2/12/09 29 34 Windows/Storefront Glass & Doors Thu 2/12/09 8 days Mon 2/23/09 29 35 Dry-In Thu 2/26/09 0 days Thu 2/26/09 34,31 36 Masonry
Fri 2/27/09 67 days Mon 6/1/09 35 37 CMU Wall Fri 5/22/09 7 days Mon 6/1/09 19,16 38 Limestone Veneer Fri 2/27/09 7 days Mon 3/9/09 34 39 Rigid Insulation Fri 2/27/09 4 days Wed 3/4/09
35 40 CMU Wall Gate Tue 6/2/09 2 days Wed 6/3/09 37 41 Metal Stud Framing Mon 3/2/09 19 days Thu 3/26/09 42 Perimeter Walls Mon 3/2/09 7 days Tue 3/10/09 39SS+1 day 43 Interior Walls
& Partitions Wed 3/11/09 12 days Thu 3/26/09 42 44 Batt Insulation Fri 4/24/09 5 days Thu 4/30/09 43,95,103 45 Sheetrock Thu 5/7/09 16 days Thu 5/28/09 46 Sheetrock Walls Wed 5/13/09
12 days Thu 5/28/09 44,47 47 Sheetrock Ceilings Thu 5/7/09 4 days Tue 5/12/09 78,93,102,107 48 Painting Wed 5/6/09 41 days Wed 7/1/09 49 Tape/Float/Txtr Walls & Ceilings Fri 5/29/09
8 days Tue 6/9/09 45 50 Paint Walls & Hard Ceilings Wed 6/10/09 8 days Fri 6/19/09 49 51 Paint Doors & Frames Thu 6/25/09 5 days Wed 7/1/09 57 52 Paint CMU Wall Tue 6/9/09 4 days Fri
6/12/09 18 53 Paint Canopies Wed 5/6/09 3 days Fri 5/8/09 18SS 54 Paint Exposed Structural Thu 5/7/09 4 days Tue 5/12/09 78,93 55 Doors & Frames Fri 5/29/09 29 days Wed 7/8/09 56 Set
Frames Fri 5/29/09 3 days Tue 6/2/09 45 2/26 8/31 9/7 9/149/21 9/2810/5 0/1 0/1 0/2 11/2 11/9 1/1 1/2 1/3 12/7 2/1 2/2 2/2 1/4 1/11 1/18 1/25 2/1 2/8 2/152/22 3/1 3/8 3/15 3/22 3/29
4/5 4/12 4/19 4/26 5/3 5/10 5/17 5/245/31 6/7 6/146/21 6/28 7/5 7/12 7/19 7/26 8/2 8/9 8/16 September October November December January February March April May June July August Task
Split Progress Milestone Summary Project Summary External Tasks External Milestone Deadline Schertz New Recreation Center -Schedule 001 Projected Completion Date -August 15, 2009 Page
2 Project: Schertz Rec Center Schedule 0 Date: Tue 9/2/08
ID Task Name Start Duration Finish Predecessors 57 Set Doors Mon 6/22/09 3 days Wed 6/24/09 50 58 Install Door Hardware Thu 7/2/09 5 days Wed 7/8/09 51 59 Suspended Acoustical Ceilings
Mon 6/22/09 20 days Fri 7/17/09 60 Ceiling Grid Mon 6/22/09 8 days Wed 7/1/09 50,78,93,102,107 61 Ceiling Tile Tue 7/14/09 4 days Fri 7/17/09 60,83,98,87 62 Flooring Mon 5/18/09 47 days
Tue 7/21/09 63 Sealed Concrete Wed 7/8/09 3 days Fri 7/10/09 51,64 64 Honed Concrete Thu 7/2/09 4 days Tue 7/7/09 51 65 Ceramic Tile Mon 6/22/09 4 days Thu 6/25/09 50 66 VCT Mon 7/13/09
4 days Thu 7/16/09 51,63 67 Carpet Fri 7/17/09 3 days Tue 7/21/09 51,66 68 Gym Floor Mon 5/18/09 5 days Fri 5/22/09 76 69 Rubber Floors Tue 6/30/09 4 days Fri 7/3/09 74 70 Toilet Partitions
Fri 6/26/09 3 days Tue 6/30/09 65 71 Toilet Accessories Fri 6/26/09 2 days Mon 6/29/09 65 72 Mirrors Tue 6/30/09 1 day Tue 6/30/09 71 73 Lockers Mon 6/22/09 5 days Fri 6/26/09 50 74
Climbing Wall Mon 6/22/09 6 days Mon 6/29/09 50,54 75 Playland Equipment Fri 7/17/09 5 days Thu 7/23/09 66 76 Backstops Wed 5/13/09 3 days Fri 5/15/09 54 77 Mechanical Fri 2/27/09 103
days Tue 7/21/09 78 Rough-In Fri 2/27/09 17 days Mon 3/23/09 35 79 Equipment Tue 3/17/09 15 days Mon 4/6/09 80 RTU's Tue 3/17/09 10 days Mon 3/30/09 78FS-5 days 81 Ductless Split System
Tue 3/31/09 2 days Wed 4/1/09 80 82 EF's Thu 4/2/09 3 days Mon 4/6/09 81 83 Air Devices Thu 7/2/09 7 days Fri 7/10/09 60 84 Controls Wed 4/22/09 46 days Wed 6/24/09 8/31 9/7 9/149/21
9/2810/5 0/1 0/1 0/2 11/2 11/9 1/1 1/2 1/3 12/7 2/1 2/2 2/2 1/4 1/11 1/18 1/25 2/1 2/8 2/152/22 3/1 3/8 3/15 3/22 3/29 4/5 4/12 4/19 4/26 5/3 5/10 5/17 5/245/31 6/7 6/146/21 6/28 7/5
7/12 7/19 7/26 8/2 8/9 8/16 September October November December January February March April May June July August Task Split Progress Milestone Summary Project Summary External Tasks
External Milestone Deadline Schertz New Recreation Center -Schedule 001 Projected Completion Date -August 15, 2009 Page 3 Project: Schertz Rec Center Schedule 0 Date: Tue 9/2/08
ID Task Name Start Duration Finish Predecessors 85 Rough-In Wed 4/22/09 5 days Tue 4/28/09 95FS-2 days 86 T.Stats & Controls Mon 6/22/09 3 days Wed 6/24/09 50 87 Start-Up Thu 6/25/09
1 day Thu 6/25/09 86 88 T&B Mon 7/20/09 2 days Tue 7/21/09 87,61 89 Electrical Fri 10/24/08 187 days Mon 7/13/09 90 Temp Electrical Fri 10/24/08 2 days Mon 10/27/08 10SS+2 days 91 Rough-In
Tue 12/9/08 106.5 days Wed 5/6/09 92 Foundation Rough-In -Elect Tue 12/9/08 2.5 days Thu 12/11/08 101,21 93 Above Ceiling Rough-In Tue 4/21/09 12 days Wed 5/6/09 107 94 Perimeter Wall
Rough-In Wed 3/11/09 7 days Thu 3/19/09 42 95 Interior Wall Rough-In Fri 4/10/09 10 days Thu 4/23/09 103 96 Electrical Gear Fri 4/17/09 10 days Thu 4/30/09 95SS+5 days 97 Switches &
Plugs Mon 6/22/09 7 days Tue 6/30/09 50 98 Set Light Fixtures Thu 7/2/09 8 days Mon 7/13/09 60 99 Plumbing Thu 12/4/08 151 days Thu 7/2/09 100 Rough-In Thu 12/4/08 91 days Thu 4/9/09
101 Foundation Rough-in Plmb. Thu 12/4/08 3.5 days Tue 12/9/08 21 102 Above Ceiling Rouhg-In Tue 3/24/24/09 8 days Thu 4/2/09 78 103 Wall Rough-In Fri 3/27/09 10 days Thu 4/9/09 43 104
Roof Drains Thu 2/12/09 3 days Mon 2/16/09 29 105 Set Plumbing Fixtures Fri 6/26/09 5 days Thu 7/2/09 65 106 Fire Sprinkler System Fri 4/3/09 96 days Fri 8/14/09 107 Rough-In Fri 4/3/09
12 days Mon 4/20/09 102 108 Sprinkler Heads Wed 7/15/09 6 days Wed 7/22/09 61FS-3 days 109 Clean-Up Thu 7/23/09 2 days Fri 7/24/09 108 110 Walk Through Mon 7/27/09 1 day Mon 7/27/09
109 111 Punch-List Tue 7/28/09 10 days Mon 8/10/09 110 112 Final Clean-Up Tue 8/11/09 4 days Fri 8/14/09 111 8/31 9/7 9/149/21 9/2810/5 0/1 0/1 0/2 11/2 11/9 1/1 1/2 1/3 12/7 2/1 2/2
2/2 1/4 1/11 1/18 1/25 2/1 2/8 2/152/22 3/1 3/8 3/15 3/22 3/29 4/5 4/12 4/19 4/26 5/3 5/10 5/17 5/245/31 6/7 6/146/21 6/28 7/5 7/12 7/19 7/26 8/2 8/9 8/16 September October November
December January February March April May June July August Task Split Progress Milestone Summary Project Summary External Tasks External Milestone Deadline Schertz New Recreation Center
-Schedule 001 Projected Completion Date -August 15, 2009 Page 4 Project: Schertz Rec Center Schedule 0 Date: Tue 9/2/08
CITY COUNCIL MEMORANDUM/RESOLUTION City Council Meeting: September 9, 2008 Department: Finance Subject: Independent Audit Services Bid No: 08-FIN-31-PS-01 BACKGROUND The City of Schertz
solicited proposals for Independent Audit Services on August 11th and 21st, 2008 in the Daily Commercial Recorder and on August 14th and 21st, 2008 in the Herald. The City Review Committee,
consisting of Mayor Baldwin, Councilmember Tony Wilenchik, Councilmember John Trayhan (not present) City Manager Don Taylor, Assistant City Manager John Bierschwale, Bob Cantu, Finance
Director Juan Santoya, Robert Galindo, and Purchasing Manager Kimberly Lewinski, received four proposals for review on September 2, 2008. The City Review Committee selected two firms,
Darilek, Butler & Associates and Armstrong, Vaughan, & Associates, to conduct a presentation for council on September 9, 2008. Each firm was directed to conduct a 15-minute presentation
and answer questions by the Council immediately thereafter. FISCAL IMPACT These Audit Services are already factored into the 2008-2009 budget year. RECOMMENDATION Staff recommends City
Council choose one of the firms after presentation. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ: That by unanimous vote of the City Council and direct the City Manager
to execute a contract with ___________________________ for Independent Audit Services for the City of Schertz. PASSED AND APPROVED at a regular meeting of the City Council of the City
of Schertz, Texas this 9th day of September, 2008, at which meeting a quorum was present, held in accordance with the provisions of V.T.C.A., Government Code, §551.001 et seq. APPROVED
_________________________ Hal Baldwin, Mayor ATTEST: __________________________ Brenda Dennis, City Secretary
City Council Memorandum Page 2 The following firms were mailed RFP’s and contacted via telephone: Tsakopulos, Brown, Schott, & Anchors, CPA’s, PC Burnside & Rischebarger Garza-Gonzalez
& Associates Oroian, Guest, & Little, PC Akin, Doherty, Klein, & Feuge Holtman, Wagner, & Co., LLP Barrett, Cooper, & Associates Haass, Lindow, & Campsey, PC Armstrong, Vaughan, & Associates
Polansky, McNutt, Perry, & Company Darilek, Butler, & Co Padgett, Stratemann, & Co. Anderson-Johns, CPA’s, PC Leal & Carter, PC Carneiro, Chumney, & Co., LC