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<br />I <br /> <br />APPENDIX III - MANAGEMENT LETTERS DEVELOPED AND ISSUED IN CONNECTION WITH LOCAL GOVERNMENT AUDITS <br />I <br /> <br />I <br /> <br />I. <br /> <br />CURRENT YEAR FINDINGS AND RECOMMENDATIONS (CONTINUED) <br /> <br />05-2 Fixed Assets System <br /> <br />I <br />I <br /> <br />Condition <br /> <br />During our audit, we noted several issues associated with the internal control over fixed <br />assets as follows: <br /> <br />I <br />I <br /> <br />a) No formal detailed record of assets is maintained. Currently, the Finance Director has a <br />summary of fixed assets on an Excel spreadsheet to facilitate calculation and recording <br />of the depreciation expense. However, we cannot ascertain its completeness to ensure <br />that all fixed assets owned by the City are included in the list. <br />b) Not all City properties were tagged as City's property. <br />c) No periodical physical inventory of fixed assets is performed. <br /> <br />I <br /> <br />Internal control over fixed assets is essential in helping the City to ensure that its fixed assets <br />are being properly accounted for and that misappropriation or other inappropriate activity is <br />not occurring. By not having the controls in place, the City is exposed to possible loss. In <br />addition, the City cannot ensure that it is meeting its fiduciary responsibility over <br />administration of public resources. <br /> <br />I <br /> <br />Recommendation <br /> <br />I <br /> <br />We recommend that the City develop and adopt written policies and procedures to ensure <br />fixed assets are properly monitored and accounted for. In addition, management should take <br />steps to ensure that these policies are adhered to and properly applied. <br /> <br />I <br /> <br />ManaQement Response <br /> <br />I <br /> <br />Management will update its current policy to ensure that all fixed assets are accounted for <br />and tagged with a City property control tag. In addition, the management has purchased an <br />automated fixed asset program to receive, tag and depreciate all new and existing fixed <br />assets. <br /> <br />I <br /> <br />05-3 Bond Covenant <br /> <br />I <br /> <br />Condition <br /> <br />I <br /> <br />During our test of the City's compliance on bond covenants, we noted that the City is not in <br />compliance with the reserve requirement provisions of the Water and Sewer Revenue Bond <br />Ordinance. Bond covenant requires maintenance of reserve account in an amount <br />equivalent to the lesser of 10% of bonds proceeds or 125% of the average annual debt <br />service. Our audit disclosed that the reserve account was under funded by approximately <br />$200,000 as of September 30,2005. <br /> <br />I <br /> <br />I <br /> <br />I <br /> <br />3 <br /> <br />I <br />