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HomeMy WebLinkAbout2008-06-13 MinutesMinutes of the June 13, 2008 Audit Committee Meeting The following audit committee members were present: Bill Golbuff, Chairman Tony Uth, Jr. Bobby Ferrell, Alderman The following BKD staff were present: David M. Coleman, CPA, audit manager for City of Fayetteville audit Joel Haaser, CPA, audit supervisor for City of Fayetteville audit The following City staff were present: Paul A. Becker, Finance Director Marsha Hertweck, Accounting Director Vicki Deaton, Internal Auditor 1) Approval of la` quarter 2008 audit committee minutes The minutes from the February 21, 2008 audit committee meeting were approved by the three audit committee members present. 2) BKD presentation of draft audit report David Coleman told the committee that their accountants' report on the City's financial statements for 2007 is expected to show an unqualified opinion. He presented copies of a draft letter to management and the audit committee which explains what BKD did during the audit and their findings. The letter first addresses these accounting policies and practices: • Significant accounting policies • Alternative accounting treatments • Management judgments and accounting estimates • Sensitive financial statement disclosures No matters were reportable. The letter addresses audit adjustments to financial statement amounts. Adjustments were proposed for accrued interest payable and accrued interest receivable, but were not recorded because they were not considered material by management and BKD. The letter addresses the City's accounting principles, specifically the implementation of GASB Statement No. 45: `Accounting and Financial Reporting by Employers for Postemployment Benefits Other than Pensions. " The City is required to disclose a liability for retiree healthcare and amortize the liability for 30 years. The City's obligation is related to the implicit cost of having retirees blended with other City employees, which effects the premiums the City pays for active employees. There was discussion of the advantages of using an independent insurance consultant to verify City premiums. The letter addresses issues that BKD has discussed with City management prior to the audit and during the audit, and written communications between BKD and City management. David discussed the risk assessment suite of auditing standards (nos. 104 — 111) which required BKD to do more review of internal controls than in the past. The letter addresses internal control over financial reporting and categorizes findings by severity as either a material weakness (most severe), significant deficiency, or control deficiency (least severe). No material weaknesses or significant deficiencies were reported. Control deficiencies were reported related to segregation of duties and receiving supplies, but it was noted that the City has controls in place to mitigate the risk associated with these issues. Another item mentioned was the unfunded pension obligation for the City's original fire and police defined benefit plans. Both the pension funds are managed by separate boards and the status of these funds has been communicated to the respective boards. It is the City Attorney's opinion that the City is not responsible for the operation of these pensions. The committee discussed the possibility of having the City Attorney seek guidance from the State of Arkansas Attorney General related to the City's responsibility for these pensions. David discussed safeguarding the City's fuel due to rising gasoline prices. Some of the City's Fleet division controls for dispensing and recording fuel were discussed. David and Joel complemented the accounting division staff and all City staff for their work and for assisting BKD with the audit. 3) Discussion of CAFR release Marsha Hertweck informed the committee that the release of the CAFR will be delayed because the actuary's report for the Local Police and Fire Pension Funds has not been received. Marsha will file for a 30 day extension with the Government Finance Officers Association, who expects the CAFR by June 30, 2008, in order to evaluate it for the Certificate of Achievement for Excellence in Financial Reporting. The August 12, 2008 agenda session was discussed as the date for the audit committee to present the CAFR to the City Council. 4) Internal Audit discussion Bobby Ferrell questioned the Internal Auditor about the Uniform and Protective Wear Report that was recently released. The Internal Auditor will be meeting with various uniformed divisions to discuss implementing return and replacement record-keeping systems and to update compliance with IRS requirements. Mr. Ferrell asked the Internal Auditor to try to get some information about uniforms in other municipalities.