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I APPENDIX III - MANAGEMENT LETTERS DEVELOPED AND ISSUED IN CONNECTION WITH LOCAL GOVERNMENT AUDITS I I I I I I I I I I I I I I I I I I TOWN OF SOUTHWEST RANCHES. FLORIDA SCHEDULE OF FINDINGS AND RECOMMENDATIONS SEPTEMBER 30, 2005 (CONTINUED) SECTION 1- CURRENT YEAR FINDINGS AND RECOMMENDATIONS (CONTINUED) 2005-5 Budget Amendments (Continued) Recommendation: We recommend the Town make all necessary budget adjustments within 60 days following the end of the fiscal year. Management's Response: Management presented budget amendments to Town Council for approval to provide proper budget management. In the future, budget adjustments will be made within the 60 days following the end of the fiscal year. 2005-6: Missing Supporting Documentation For Debit Card Purchases Condition: While performing disbursement testing, we noted that purchases with the debit card lacked the proper documentation. Two out of the ten disbursements tested did not have the support for the purchase. Cause of Condition: Either failure to provide proper documentation/receipts to the accounting department for purchases made or misplacement of documentations/receipts by the accounting department. Effect of Condition: Purchases made with the debit card lack the proper support. Recommendation: We recommend that the Town obtain and properly file the supporting documentation for all purchases. Management's Response: Management does not believe that this finding is material and does not merit a finding comment. During 2005, there were 58 transactions totaling $9,219 conducted through the use of the debit card and credit card. The transactions range from a low of $5 to $1,099. Of the 10 transactions tested 2 lacked the proper support; these 2 were not typical of this type of transaction and represented transactions valued at $248 and $222. Management will make every effort to obtain documentation on this type of transaction in the future. 12