HomeMy WebLinkAboutC27542 - Auditing Svcs 4 City, RDA, & PDRFC 4 FYE 06/30/10 Contract No. C27542
CITY OF PALM DESERT
FINANCE DEPARTMENT
STAFF REPORT
REQUEST: APPROVE THE CONTRACT WITH DIEHL, EVANS & COMPANY, LLP
TO PERFORM AUDITING SERVICES FOR THE CITY OF PALM
DESERT, REDEVELOPMENT AGENCY, AND THE PALM DESERT
RECREATIONAL FACILITIES CORPORATION FOR THE FISCAL
YEAR ENDING JUNE 30, 2010
Submitted by: Paul S. Gibson, Finance Director
Date: May 13, 2010
Contents: One (1) Copy of Proposed Auditing Fees
Engagement Letter
Recommendation
By Minute Motion, that the City Council approve Contract No. C27540 with
Diehl, Evans & Company, LLP to perForm auditing services for the City of
Palm Desert, Redevelopment Agency and Palm Desert Recreational
Facilities Corporation for the year ended June 30, 2010.
Backqround
On March 27, 2008, the City Council approved the selection of Diehl, Evans &
Company, LLP as independent auditors for the fiscal years ended June 30, 2008
through June 30, 2014. This is the third year of the existing seven-year contract. Their
services include auditing the City, Redevelopment Agency, the Housing Authority's
Apartment Complexes, Desert Willow and the City's Office Complex. In addition, they
perform reviews on Waste Management, Time Warner Cable, and various hotels on
behalf of the City. Staff finds that Diehl, Evans & Company has a professional staff that
is knowledgeable in the accounting arena and feels comfortable in calling them when an
accounting question arises.
The Audit, Finance and Investment Committee was informed of the contract at its April
27, 2010. Staff requests that the City Council approve Contract No. C27540 with Diehl,
Evans & Company, LLP to perform auditing services for the City of Palm Desert,
Redevelopment Agency and Palm Desert Recreational Facilities Corporation for the
fiscal year ending June 30, 2010.
Staff Report
Approval of Contract No. C27540 — Diehl, Evans & Company, LLP
May 13, 2010
Page 2 of 2
Fiscal Impact
Auditing services are contracted at a maximum of $65,987 for City of Palm Desert and
its various entities including the Redevelopment Agency, Housing Authority, Desert
Willow and Parkview Office Complex. Funds are budgeted in FY 2010-2011.
Submitted By: A roved by:
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Paul S. Gibson, Director of Finance J hn M. Wohlmuth, City Manager
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CITY COUNCIL��TION
APPROVED DEN�ED
RECEIVED OTHER
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ABSENT:
ABSTAIN:
VERIFIED BYs
Original on Fite with City Cle s Oflice
G:IFinancelNiamh OrtegalStaff ReportslAuditorslAuditing Services Exfension 051310.docx
DIEHL, EVANS � COMPANY, LLP
CERTIFIED PUBLIC ACCOUNTANTS&CONSULTANTS
MICHAEL R.LUDIN.CPA
A PARTNERSHIP INC[.UDING ACCOUNTANCY CORPORATIONS CRAIG W.SPRAKER.CPA
NITIN P.PATEL,CPA
ROBERTI.CALLANAN,CPA
5 CORPORATE PARK,SUITE 100 *PHILIP A.HOLTKAMP,CPA
'THOMAS M.PERLOWSKI,CPA
IRVINE,CALIFORNIA 92606-5165 'HARVEY 1.SCHROEDER.CPA
(949)399-0600•FAX(949)399-0610 xE�ETx R nnas,cen
www.diehlevans.com
*WILLIAM C.PENTZ,CPA
March 23� �007 'ApROFESSIONALCORPORATION
Mr. Paul Gibson
Director of Finance
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
Dear Mr. Gibson:
We are pleased to confirm our understanding of the services we are to provide the City of Palm Desert,
the Palm Desert Redevelopment Agency, and the Palm Desert Recreation Facilities Corporation (the
City) for the year ending June 30, 2009. We will audit the financial statements of the governmental
activities, the business-type activities, the discretely presented component unit, each major fund, and
the aggregate remaining fund information, which collectively comprise the basic financial statements,
of the City as of and for the year ending June 30, 2009. Accounting standards generally accepted in the
United States of America provide for certain required supplementary information (RSI), such as
management's discussion and analysis (MD&A), to 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 inquiries of management regarding the methods of ineasurement
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 - General and Major Special Revenue Funds.
Supplementary information other than RSI, such as combining and individual fund financial
statements, 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 and individual nonmajor fund financial statements.
Z) Schedule of expenditures of federal awards.
- 1 -
OTHER OFFICES AT: 2965 ROOSEVELT STREET 613 W.VALLEY PARKWAY,SUITE 330
CARLSBAD,CALIFORNIA 92008-2389 ESCONDIDO.CALIFORNIA 92025-2598
(760)729-2343•FAX(760)729-2234 (760)741-3141•FAX(760)741-9890
Mr. Paul Gibson March 19, 2010
City of Palm Desert Page 2
The following additional information accompanying the basic financial statements will not be
subjected to the auditing procedures applied in our audit of the financial statements, and for which our
auditor's report will disclaim an opinion:
1) Introductory Section.
2) Statistical Section.
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 accounting principles generally
accepted in the United States of America and to report on the fairness of the additional information
referred to in the first paragraph when considered in relation to the basic financial statements taken as a
whole. The objective also includes reporting on:
• Internal control related to the financial statements and compliance with the provisions of
applicable laws, regulations, contracts, agreements, and grants, noncompliance with which
could have a material effect on the financial statements in accordance with Government
Auditin� Standards.
• Internal control related to major progams and an opinion (or disclaimer of opinion) on
compliance with laws, regulations, and the provisions of contracts or grant agreements that
could have a direct and material effect on each major program in accordance with the Single
Audit Act Amendments of 1996 and OMB Circular A-133, Audits of States, Local
Governments, and Non-Profit Or�anizations.
The reports on internal control and compliance will each include a statement that the report is intended
for the information and use of the audit committee, management, specific legislative or regulatory
bodies, federal awarding agencies, and if applicable, pass-through entities and is not intended to be and
should not be used by anyone other than these specified parties.
Our audit will be conducted in accordance with auditing standards generally accepted in the United
States of America; the standards for financial audits contained in Government Auditin� Standards,
issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996;
and the provisions of OMB Circular A-133, and will include tests of accounting records, a
determination of major program(s) in accordance with Circular A-133, and other procedures we
consider necessary to enable us to express such opinions and to render the required reports. If our
opinions on the financial statements or the Single Audit compliance opinions are other than
unqualified, we will fully discuss the reasons with you in advance. If, for any reason, we are unable to
complete the audit or are unable to form or have not formed opinions, we may decline to express
opinions or to issue a report as a result of this engagement.
� Mr. Paul Gibson March 19, 2010
City of Palm Desert Page 3
Management Responsibilities:
Management is responsible for the basic financial statements and all accompanying information as
well as all representations contained therein. Management is also responsible for preparation of the
schedule of expenditures of federal awards in accordance with the requirements of OMB Circular A-
133. As part of the audit, we will assist with preparation of your financial statements, schedule of
expenditures of federal awards, and related notes. You are responsible for making all management
decisions and performing all management functions relating to the financial statements, schedule of
expenditures of federal awards, and related notes and for accepting full responsibility for such
decisions. You will be required to acknowledge in the management representation letter our assistance
with preparation of the financial statements and the schedule of expenditures of federal awards and that
you have reviewed and approved the financial statements, schedule of expenditures of federal awards,
and related notes prior to their issuance and have accepted responsibility for them. Further, you are
required to designate an individual with suitable skill, knowledge, or experience to oversee any
nonaudit services we provide and for evaluating the adequacy and results of those services and
accepting responsibility for them.
Management is responsible for establishing and maintaining effective internal controls, including
internal controls over compliance, and for monitoring ongoing activities, to help ensure that
appropriate goals and objectives are met. You are also responsible for the selection and application of
accounting principles; for the fair presentation in the financial statements of the respective financial
position of the governmental activities, the business-type activities, the aggregate discretely presented
component units, each major fund, and the aggregate remaining fund information of the City and the
respective changes in financial position and, where applicable, cash flows in conformity with U.S.
generally accepted accounting principles; and for compliance with applicable laws and regulations and
the provisions of contracts and grant agreements.
Management is also responsible for making all financial records and related information available to us
and for ensuring that management and financial information is reliable and properly recorded. Your
responsibilities also include, including identifying significant vendor relationships in which the vendor
has responsibility for program compliance and for the accuracy and completeness of that information.
Your responsibilities include adjusting the financial statements to correct material misstatements and
confirming to us in the representation letter that the effects of any uncorrected misstatements
aggregated by us during the current engagement and pertaining to the latest period presented are
immaterial, both individually and in the aggregate, to the financial statements taken as a whole.
You are responsible for the design and implementation of programs and controls to prevent and detect
fraud, and for informing us about all known or suspected fraud or illegal acts affecting the government
involving (1) management, (2) employees who have significant roles in internal control, and (3) others
where the fraud or illegal acts could have a material effect on the financial statements. Your
responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud
affecting the government received in communications from employees, former employees, grantors,
regulators, or others. In addition, you are responsible for identifying and ensuring that the entity
complies with applicable laws, regulations, contracts, agreements, and grants. Additionally, as required
by OMB Circular A-133, it is management's responsibility to follow up and take corrective action on
reported audit findings and to prepar� a summary schedule of prior audit findings and a corrective
action plan.
� Mr. Paul Gibson March 19, 2010
City of Palm Desert Page 4
Management Responsibilities (Continued):
Management is responsible for establishing and maintaining a process for tracking the status of audit
findings and recommendations. Management is also responsible for identifying for us previous
financial audits, attestation engagements, performance audits, or other studies related to the objectives
discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us
corrective actions taken to address significant findings and recommendations resulting from those
audits, attestation engagements, performance audits, or studies. You are also responsible for providing
management's views on our current findings, conclusions, and recommendations, as well as your
planned corrective actions, for the report, and for the timing and format for providing that information.
Audit Procedures - General:
An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the
financial statements; therefore, our audit will involve judgrnent about the number of transactions to be
examined and the areas to be tested. We will plan and perform the audit to obtain reasonable rather
than absolute assurance about whether the financial statements are free of material misstatement,
whether from (1) errors, (2) fraudulent financial reporting, (3)misappropriation of assets, or
(4) violations of laws or governmental regulations that are attributable to the entity or to acts by
management or employees acting on behalf of the entity. Because the determination of abuse is
subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of
detecting abuse.
Because an audit is designed to provide reasonable, but not absolute assurance and because we will not
perform a detailed examination of all transactions, there is a risk that material misstatements or
noncompliance may exist and not be detected by us. In addition, an audit is not designed to detect
immaterial misstatements or violations of laws or governmental regulations that do not have a direct
and material effect on the financial statements or major programs. However, we will inform you of any
material errors and any fraudulent financial reporting or misappropriation of assets that come to our
attention. We will also inform you of any violations of laws or governmental regulations that come to
our attention, unless clearly inconsequential. We will include such matters in the reports required for a
Single Audit. Our responsibility as auditors is limited to the period covered by our audit and does not
extend to any later periods for which we are not engaged as auditors.
Our procedures will include tests of documentary evidence supporting the transactions recorded in the
accounts, and may include tests of the physical existence of inventories, and direct confirmation of
receivables and certain other assets and liabilities by correspondence with selected individuals,
creditors, and financial institutions. We will request written representations from your attorneys as part
of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our
audit, we will also require certain written representations from you about the financial statements and
related matters.
� Mr. Paul Gibson March 19, 2010
City of Palm Desert Page 5
Audit Procedures - Internal Controls:
Our audit will include obtaining an understanding of the entity and its environment, including internal
control, sufficient to assess the risks of material misstatement of the financial statements and to design
the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test
the effectiveness of certain controls that we consider relevant to preventing and detecting errors and
fraud that are material to the financial statements and to preventing and detecting misstatements
resulting from illegal acts and other noncompliance matters that have a direct and material effect on the
financial statements. Our tests, if performed, will be less in scope than would be necessary to render an
opinion on internal control and, accordingly, no opinion will be expressed in our report on internal
control issued pursuant to Government Auditing Standards.
As required by OMB Circular A-133, we will perform tests of controls over compliance to evaluate the
effectiveness of the design and operation of controls that we consider relevant to preventing or
detecting material noncompliance with compliance requirements applicable to each major federal
award program. However, our tests will be less in scope than would be necessary to render an opinion
on those controls and, accordingly, no opinion will be expressed in our report on internal control issued
pursuant to OMB Circular A-133.
An audit is not designed to provide assurance on internal control or to identify significant deficiencies.
However, during the audit, we will communicate to management and those charged with governance
internal control related matters that are required to be communicated under AICPA professional
standards, Government Auditin� Standards, and OMB Circular A-133.
Audit Procedures - Compliance:
As part of obtaining reasonable assurance about whether the financial statements are free of material
misstatement, we will perform tests of the City's compliance with applicable laws and regulations and
the provisions of contracts and agreements, including grant agreements. However, the objective of
those procedures will not be to provide an opinion on overall compliance and we will not express such
an opinion in our report on compliance issued pursuant to Government Auditing Standards.
OMB Circular A-133 requires that we also plan and perform the audit to obtain reasonable assurance
about whether the auditee has complied with applicable laws and regulations and the provisions of
contracts and grant agreements applicable to major programs. Our procedures will consist of test of
transactions and other applicable procedures described in the OMB Circular A-133 Compliance
Sup 1p ement for the types of compliance requirements that could have a direct and material effect on
each of the City's major programs. The purpose of those procedures will be to express an opinion on
the City's compliance with requirements applicable to each of its major programs in our report on
compliance issued pursuant to OMB Circular A-133.
' Mr. Paul Gibson March 19, 2010
City of Palm Desert Page 6
Audit Administration, Fees and Other:
Noted below is a listing of work required by City staff to assist in the audit.
1. Technical assistance in familiarizing our staff with:
• The flow of information through the various deparhnents and accounting systems.
• Reports generated by your accounting system.
• The system of internal controls.
• Controls established to monitor compliance with federal grants.
2. Preparation of trial balances for all funds, after posting of all year end journal entries.
3. Preparation of schedules supporting all major balance sheet accounts, and selected revenue and
expenditure accounts.
4. Typing of all confirmation requests.
5. Pulling and refiling of all supporting documents required for audit verification.
6. If applicable, assistance with the preparation of the CAFR and notes to the financial statements,
including:
a. Determination of major funds.
b. Determination of general and program revenues and allocation of program revenues to:
1. charges for services,
2. operating grants and contributions, and
3. capital grants and contributions.
c. Determining components of net assets into capital assets net of related debt, restricted and
unrestricted assets.
d. Assistance in determining the amounts to be reported (1) in the Reconciliation of the Statement
of Revenues, Expenditures and Changes in Fund Balances of Governmental Funds to the
Statement of Activities and (2) the Reconciliation of the Balance Sheet of Governmental Funds
to the Statement of Net Assets.
7. Preparation of the management's discussion and analysis, transmittal letter and all statistical tables
for the CAFR.
We will comply with all other provisions of our technical and cost proposals dated February 22, 2008
and the City's request for proposal dated February 1, 2008, which is incorporated herein by reference.
� Mr. Paul Gibson March 19, 2010
City of Palm Desert Page 7
Audit Administration, Fees and Other (Continued):
Our maximum annual fees for the year ending June 30, 2010 are as follows:
City:
Audit (1) $ 33,948
Redevelopment Agency:
Audit (2) 20,157
Recreation Facilities Corporation:
Audit 6,896
Single Audit 4,668
Gann Limit Verification 318
$ 65,987
1. Includes audit of the financial records at Desert Willow Golf Course.
2. Includes audit of financial records maintained in Lodi, California and compliance testing related to
100 tenant files.
The maximum annual fees stipulated herein contemplate that conditions satisfactory to the normal
progress and completion of the examination will be encountered and the City accounting personnel
will furnish the agreed upon assistance in connection with the audit. However, if unusual
circumstances are encountered which make it necessary for us to do additional work; we shall report
such conditions to the responsible City officials and provide the City with an estimate of the additional
accounting fees involved. You may terminate our services or we may withdraw from this engagement
at any time. Any disputes arising under this agreement shall be mediated under the rules of the
American Arbitration Association.
At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection
Form that summarizes our audit findings. It is management's responsibility to submit the reporting
package (including financial statements, schedule of expenditures of federal awards, summary
schedule of prior audit findings, auditors' reports, and corrective action plan) along with the Data
Collection Form to the federal audit clearinghouse. We will coordinate with you the electronic
submission and certification. If applicable, we will provide copies of our report for you to include with
the reporting package you will submit to pass-through entities. The Data Collection Form and the
reporting package must be submitted within the earlier of 30 days after receipt of the auditors' reports
or nine months after the end of the audit period, unless a longer period is agreed to in advance by the
cognizant or oversight agency for audits.
� Mr. Paul Gibson March 19, 2010
City of Palm Desert Page 8
Audit Administration, Fees and Other (Continued):
The workpapers for this engagement are the property of Diehl, Evans and Company, LLP and
constitute confidential information. However, we may be requested to make certain workpapers
available to grantor agencies pursuant to authority given to it by law or regulation. If requested, access
to such workpapers will be provided under the supervision of our personnel. Furthermore, upon
request, we may provide photocopies of selected workpapers to the grantor agencies. The grantor
agencies may intend, or decide, to distribute the photocopies or information contained therein to
others, including other governmental agencies.
In accordance with our firm's current record retention policy, all of your original records will be
returned to you at the conclusion of this engagement. Our accounting workpaper files will be kept for
a period of seven years after the issuance of the audit report. All other files will be kept for as long as
you retain us as your accountants. However, upon termination of our service, all records will be
destroyed after a period of seven years. Physical deterioration or catastrophic events may further
shorten the life of these records. The working papers and files of our firm are not a substitute for your
original records.
Government Auditing Standards require that we provide you with a copy of our most recent external
peer review report and any letter of comment, and any subsequent peer review reports and letters of
comment received during the period of the contract. Our 2009 peer review accompanies this letter.
* * * *
We appreciate the opportunity to be of service to the City of Palm Desert and believe this letter
accurately summarizes the significant terms of our engagement. If you have any questions, please let
us know. If you agree with the terms of our engagement as described in this letter, please sign the
enclosed copy and return it to us.
Very truly yours,
DIEHL, EVANS & COMPANY, LLP
By �'l��-� � - ►��SL.
Nitin P. Patel, CPA
Engagement Partner
RESPONSE:
This letter correctly sets forth the understanding
of the City of Palm Desert.
By
Title
Date
. � HEIDENREICN � HEIDENREICH, CPAs, PLLC
70201 S.51"Street #170
Phoenix,AZ 85044
(480)704-6301 fax 785-4619
System Review Report
January 28, 2009
To the Owners of
Diehl, Evans&Company, LLP
and the Peer Review Committee of the CA Society of CPAs
We have reviewed the system of quality control for the accounting and auditing practice of Diehl,
Evans&Company, LLP(the firm) in effect for the year ended September 30, 2008. Our peer
review was conducted in accordance with the Standards for Performing and Reporting on Peer
Reviews established by the Peer Review Board of the American Institute of Certified Public
Accountants.The firm is responsible for designing a system of quality control and complying with
it to provide the firm with reasonable assurance of performing and reporting in conformity with
applicable professional standards in all material respects. Our responsibility is to express an
opinion on the design of the system of quality control and the firm's compliance therewith based
on our review. The nature, objectives, scope, limitations of, and the procedures performed in a
System Review are described in the standards at www.aicpa.org/prsummary.
As required by the standards, engagements selected for review included engagements performed
under the Government Auditing Standards and audits of employee benefit plans.
In our opinion, the system of quality control for the accounting and auditing practice of Diehl,
Evans& Company, LLP in effect for the year ended September 30, 2008, has been suitably
designed and complied with to provide the firm with reasonable assurance of performing and
reporting in conformity with applicable professional standards in all material respects. Firms can
receive a rating of pass, pass with deficiency(ies) or fail. Diehl, Evans& Company, LLP has
received a peer review rating of pass.
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Heidenreich & Heidenreich, CPAs, PLLC