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10/16/2012 10 State Auditor's Reports - 2011 Financial Statements and Federal Single Audit Artik ,' ,,,,____} BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. JO For Meeting of: October 16, 2012 , ITEM TITLE: State Auditor's Reports - City's 2011 Financial Statements and Federal Single Audit SUBMITTED BY: Finance Division CONTACT Cindy Epperson, Director of Finance & Budgeting; (# 576 - PERSON /TELEPHONE: 6771) SUMMARY EXPLANATION: Attached for Council's information is the Washington State Auditor's Office (SAO) report regarding their examination of the City of Yakima for the period January 1 through December 31, 2011. The Auditor's examination (audit) included three areas of review, as noted below: 1. Financial Reporting, with respect to: (a) Evaluation of internal controls (b) Compliance with laws and regulations 2. Federal Regulations, with respect to: (a) Compliance with laws and regulations (b) Evaluation of internal controls 3. Financial Statements (and related disclosures and internal controls) As stated in the enclosed auditor's reports, the Auditors gave the City's Financial Statements an Unqualified Opinion (i.e.: a clean opinion with no qualifications - the highest possible rating). The City has received an Unqualified Opinion from the State Auditors on our financial statements every year for more than two decades. The final audit by the SAO for the fiscal year ending December 31, 2011 is currently in progress; this is an "Accountability" audit; when complete, this will conclude the auditor's work regarding fiscal year 2011. The Federal Single Audit from the prior year had included "findings ", which are reportable conditions of non - compliance with the federal rules and regulations. I am pleased to report that all of these conditions were addressed and remedied - -this year's report does not include any findings. Due to the size and complexity of documents included in the audit report, only the auditors written reports and comments have been included in the Council packet; however the entire report - including the financial statements themselves and the related footnotes, Management Discussion and Analysis and supplemental information - may be found on the State Auditor's website - www.sao.wa.gov /EN/ Audits /Pages /Search /AuditReportSearch.asr x - then enter "City of Yakima" ; or simply select "Yakima, City of in the specific government drop down box towards the bottom of the screen. (Additionally, the Comprehensive Annual Financial Report (CAFR) is posted on the City's website. To access the CAFR on -line, go to " www. ci.yakima. wa. us'; then go to "City Departments" and click on "Finance'; on the left -hand side listed under "Pages", click on "Financial Reports", and then "2011 Comprehensive Annual Financial Report". ) Resolution Ordinance Other Report - 2011 (specify) State Auditor Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Source: Phone: APPROVED FOR SUBMITTAL: r City Manager STAFF RECOMMENDATION: Accept Report BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ 2011 Audit Summary ❑ 2011 SAO Report • Audit Results Summary: 1) Financial Reporting (pg. 5 & 6). (a) Internal Controls: The auditors reviewed the City's internal controls over financial reporting to the extent the Auditor's considered necessary for the purpose of designing their auditing procedures for the purpose of expressing their opinion on the financial statements. The audit states: "... we did not identify any deficiencies in internal controls over financial reporting that we consider to be material weaknesses... ". (b) Compliance: As part of their review to obtain reasonable assurance that the City's financial statements are free of material misstatements, the State Auditors test for compliance with certain provisions of laws and regulations, contracts and grant agreements. The auditor needs to obtain reasonable assurance that compliance with laws, regulations, contracts and grants has occurred, but they do not express an opinion on overall compliance. The audit states: "...the results of our tests disclosed no instances of non - compliance or other matters that are required to be reported under Government Auditing Standards... ". 2) Major (Federal) Program Regulations (pg 7 - 8): Compliance: The auditors are required to perform audits to obtain reasonable assurance about whether any non - compliance with laws, regulations, etc. could have a direct and material effect on a major federal program. The audit states: (pq. 7) "...In our opinion, the City complied, in all material respects, with the compliance requirements ... that could have a direct and material effect on each of its major federal programs for the year ended December 31, 2011." Internal Controls over Compliance: The auditors perform procedures to test internal controls over compliance requirements that could have a direct and material effect on major federal programs for the purpose of expressing an opinion on compliance (as noted above) and to test and report on internal control over compliance in accordance with OMB Circular A -133. The auditors reported "We did not identify any deficiencies in internal control over compliance that we consider to be material weaknesses, as defined above." 3) Financial Statements (pg 9 & 10): the State Auditors audited - and expressed an opinion on - the City's Financial Statements for the period January 1 through December 31, 2011. The auditors gave the City an unqualified opinion - the highest rating possible. The auditors stated "...In our opinion, the financial statements present fairly, in all material respects, the respective financial position of the governmental activities, the business -type activities, each major fund, and the aggregate remaining fund information of the City of Yakima, as of December 31, 2011, and the respective changes in financial position and, where applicable, cash flows thereof, and the respective budgetary comparisons for the General and Community Development Fund for the year then ended, in conformity with accounting principles generally accepted in the United States of America." Washington State Auditor's Office Financial Statements and Federal Single Audit Report of Yakima Yakima County Audit Period January 1, 2011 through December 31, 2011 Report No. 1008396 Issue Date � " ' a '. WASHINGTON September 20, 2012 f )BRIAN � �T SONNTAG L�11I11V STATE AUDITOR Federal Summary City of Yakima Yakima County January 1, 2011 through December 31, 2011 The results of our audit of the City of Yakima are summarized below in accordance with U.S. Office of Management and Budget Circular A -133. FINANCIAL STATEMENTS An unqualified opinion was issued on the financial statements of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information. Internal Control Over Financial Reporting: • Significant Deficiencies: We reported no deficiencies in the design or operation of internal control over financial reporting that we consider to be significant deficiencies. • Material Weaknesses: We identified no deficiencies that we consider to be material weaknesses. We noted no instances of noncompliance that were material to the financial statements of the City. FEDERAL A WARDS Internal Control Over Major Programs: • Significant Deficiencies: We reported no deficiencies in the design or operation of internal control over major federal programs that we consider to be significant deficiencies. • Material Weaknesses: We identified no deficiencies that we consider to be material weaknesses. We issued an unqualified opinion on the City's compliance with requirements applicable to each of its major federal programs. We reported no findings that are required to be disclosed under section 510(a) of OMB Circular A -133. Washington State Auditor's Office 1 Table of Contents City of Yakima Yakima County January 1, 2011 through December. 3 2011 Federal Summary .. 1 Schedule of Prior Federal Audit Findings 3 Independent Auditor's Report on Internal Control over Financial Reporting and on Compliance and Other Matters in Accordance with Government Auditing Standards 5 Independent Auditor's Report on Compliance with Requirements That Could Have a Direct and Material Effect on Each Major Program and on Internal Control over Compliance in Accordance with OMB Circular A -133 7 Independent Auditor's Report on Financial Statements 9 Financial Section 11 • Identification of Major Programs: The following were major programs during the period under audit: CFDA No. Program Title 16.710 Public Safety Partnership and Community Policing Grants Cluster 16.710 ARRA - Public Safety Partnership and Community Policing Grants Cluster (Recovery Act) 20.205 Highway Planning and Construction Cluster - Highway Planning and Construction 81.128 ARRA - Energy Efficiency and Conservation Block Grant (Recovery Act) The dollar threshold used to distinguish between Type A and Type B programs, as prescribed by OMB Circular A -133, was $490,405. The City did not qualify as a low-risk auditee under OMB Circular A -133. ' I Washington State Auditor's Office 2 Schedule of Prior Federal Audit Findings City of Yakima Yakima County January 1, 2011 through December 31, 2011 This schedule presents the status of federal findings reported in prior audit periods. The status listed below is the representation of the City of Yakima. The State Auditor's Office has reviewed the status as presented by the City. Audit Period: Report Reference Finding Reference CFDA Number(s): January 1, 2010 - No:, No: 81.128 December 31, 2010 1006424 1 Federal Program Name and Granting Pass - Through Agency Name: Agency: NA ARRA - Energy Efficiency and Conservation Block Grant, U.S. Department of Energy Finding Caption: The City of Yakima does not have adequate internal controls in place to ensure compliance with the Federal Davis Bacon and Suspension and Debarment requirements. Background: During 2010, the City spent $387,011 in Energy Efficiency and Conservation Block Grant Funds. We noted the City did not collect weekly certified payroll reports from contractors and subcontractors as required by federal regulations. The amount paid to laborers was $34,790. The City also paid one vendor $115,417 with Energy Efficiency and Conservation Block Grant funding prior to verifying the vendor was not suspended or debarred. In addition, the grantee must inform the primary contractor or subrecipient of the requirement to check the suspension and debarment status of any covered transactions they enter into with subcontractors or subrecipients. The City did not communicate this requirement to one of its general contractors paid $93,752 in federal funds. Status of Corrective Action: (check one) X Fully ❑ Partially ❑ No Corrective Action ❑ Finding is considered no Corrected Corrected Taken longer valid Corrective Action Taken: The Divisions that regularly administer federal grants are fully aware of these rules. In these instances, other operating divisions were involved in contract administration, and unfortunately, these errors were made. In each instance, there were no questioned costs as the procedures were done, albeit, after the fact. The City takes compliance with federal grant requirements seriously, and we communicated to all City managers these findings and the importance of consulting with the grant "experts" when spending federal grant funds. Additionally, the Purchasing Division has created a database accessible by all City employees that includes a list of vendors for which they have pulled a certification from EPLS, and the date of the certification. Washington State Auditor's Office 3 • Audit Period: Report Reference Finding Reference CFDA Number(s): January 1, 2010 - No: No: 16.710 and 16.804 • December 31, 2010 1006424 2 Federal Program Name and Granting Pass - Through Agency Name: Agency: NA ARRA - Public Safety Partnership and Community Policing Grants and ARRA - Edward Byrne Memorial Justice Assistance Grant, U.S. Department of Justice Finding Caption: The City of Yakima did not ensure recipients of its federal funding were not suspended or debarred from participating in federal programs or maintain appropriate time and effort records to support payroll costs charged to the programs. Background: During 2010, the City spent $735,547 in 'federal Public Safety Partnership and Community Policing (COPS) grant funds. The City also spent $282,233 in federal Edward Byrne Memorial Justice Assistance Grant funds. The City paid vendors $59,798 with COPS grant funding and $74,000 with Byrne grant funding but did not verify the vendors were not suspended or debarred. We also found the City did not have adequate internal controls to ensure time and effort documentation was maintained for seven officers hired with COPS grant funding. Status of Corrective Action: (check one) X Fully Corrected ❑ Partially Corrected ❑ No Corrective Action Taken ❑ Finding is considered no longer valid Corrective Action Taken: The Divisions that regularly administer federal grants are fully aware of these rules. In these instances, other operating divisions were involved in contract administration, and unfortunately, these errors were made. In each instance, there were no questioned costs as the procedures were done, albeit, after the fact. The City takes compliance with federal grant requirements seriously, and we communicated to all City managers these findings and the importance of consulting with the grant "experts" when spending federal grant funds. To help with suspension and debarment verification, the Purchasing Division has created a database accessible by all City employees that includes a list of vendors for which they have pulled a certification from EPLS, and the date of the certification. Suspension -and debarment was checked during 2011 for the required vendors without concern. In the case of the documentation of time and effort, the City submitted an online quarterly • report of sworn-officer FTEs, which was certified and submitted within the required timelines. • However, this did not technically meet the certification rule. The City is now printing, signing and saving the reports. The quarterly report are signed by department supervisor with direct knowledge of the time spent by each employee in support of the federal program. Washington State Auditor's Office 4 Independent Auditor's Report on Internal Control over Financial Reporting and on Compliance and Other Matters in Accordance with Government Auditing Standards City of Yakima Yakima County January 1, 2011 through December 31, 2011 Council City of Yakima Yakima, Washington We have audited the financial statements of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information of the City of Yakima, Yakima County, Washington, as of and for the year ended December 31, 2011, which collectively comprise the City's basic financial statements, and have issued our report thereon dated September 12, 2012. During the year ended December 31, 2011, the City implemented - Governmental Accounting Standards Board Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. INTERNAL CONTROL OVER FINANCIAL REPORTING • In planning and performing our audit, we considered the City's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City's internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the City's internal control over financial reporting. A deficiency in Internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the City's financial statements will not be prevented, or detected and corrected on a timely basis. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and would not necessarily identify all deficiencies in internal control that might be deficiencies, significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control over financial reporting that we consider to be material weaknesses, as defined above. Washington State Auditor's Office 5 COMPLIANCE AND OTHER MATTERS As part of obtaining reasonable assurance about whether the City's financial statements are free of material misstatement, we performed tests of the City's compliance with certain provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. This report is intended for the information and use of management, the Council, federal awarding agencies and pass- through entities. However, this report is a matter of public record and its distribution is not limited. It also serves to disseminate information to the public as a reporting tool to help citizens assess government operations. BRIAN SONNTAG, CGFM STATE AUDITOR September 12, 2012 • Washington State Auditor's Office 6 Independent Auditor's Report on Compliance with Requirements That Could Have a Direct and Material Effect on Each Major Program and on Internal Control over Compliance in Accordance with OMB Circular A -133 City of Yakima Yakima County January 1, 2011 through December 31, 2011 Council City of Yakima Yakima, Washington COMPLIANCE We have audited the compliance of the City of Yakima, Yakima County, Washington, with the types of compliance requirements described in the U.S. Office of Management and Budget (OMB) Circular A - 133 Compliance Supplement that could have a direct and material effect on each of its major federal programs for the year ended December 31, 2011. The City's major federal programs are identified in the Federal Summary. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major federal programs is the responsibility of the City's management. Our responsibility is to express an opinion on the City's compliance based on our audit. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A - 133, Audits of States, Local Governments, and Non - Profit Organizations. Those standards and OMB Circular A -133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program occurred. An audit includes examining, on a test basis, evidence about the City's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on the City's compliance with those requirements. In our opinion, the City complied, in all material respects,- with the compliance requirements referred to above that could have .a direct and material effect on each of its major federal programs for the year ended December 31, 2011. • Washington State Auditor's Office 7 ' I 1 INTERNAL CONTROL OVER COMPLIANCE The management of the City is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts and grants applicable to federal programs. In planning and performing our audit, we considered the City's internal control over compliance with the requirements that could have a direct and material effect on a major federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A -133, but not for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, we do not express an opinion on the effectiveness of the City's internal control over compliance. A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing • their assigned functions, to prevent or detect and correct noncompliance with a type of compliance requirement of a federal program on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance - requirement of a federal program will not be prevented, or detected and corrected, on a timely basis. Our consideration of internal control over compliance was for the limited purpose described in the first paragraph of this section and would not necessarily identify all deficiencies in internal control that might be deficiencies, significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control over compliance that we consider to be material weaknesses, as defined above. This report is intended for the information of management, the Council, federal awarding agencies• and pass- through entities. However, this report is a matter of public record and its distribution is not limited. It also serves to disseminate information to the public as a reporting tool to help citizens assess government operations. BRIAN SONNTAG, CGFM STATE AUDITOR September 12, 2012 • . I Washington State Auditors Office 8 Independent Auditor's Report on Financial Statements City of Yakima Yakima County January 1, 2011 through December 31, 2011 Council City of Yakima Yakima, Washington We have audited the accompanying financial statements of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information of the City of Yakima, Yakima County, Washington, as of and for the year ended December 31, 2011, which collectively comprise the City's basic financial statements as listed on page 11. These financial statements are the responsibility of the City's management. Our responsibility is to express opinions on these financial statements based on our audit. The prior year summarized comparative information has been derived from the City of Yakima's 2010 basic financial statements and, in our report dated September 13, 2011, we expressed unqualified opinions on the respective financial statements of the governmental activities, the business -type activities, each major fund, and the aggregate remaining fund information. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinions. in our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the business -type activities, each major fund and the aggregate remaining fund information of the City of Yakima, as of December. 31, 2011, and the respective changes in financial position and, where applicable, cash flows thereof, and the respective budgetary comparison for the General and Community Development funds, for the year then ended in conformity with accounting principles generally accepted in the United States of America. As described in Note 13, during the year ended December 31, 2011, the City implemented Governmental Accounting Standards Board Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions. In accordance with Government Auditing Standards, we have also issued our report on our consideration of the City's internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements and Washington State Auditor's Office 9 _ i other matters. The purpose of that report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be considered in assessing the results of our audit. Accounting principles generally accepted in the United States of America require that the management's discussion and analysis on pages 12 through 25, pension trust fund information on pages 97 through 98 and information on postemployment benefits other than pensions on page 99 be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic or historical context. We have applied certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during the audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. Our audit was performed for the purpose of forming opinions on the financial statements that collectively comprise the City's basic financial statements. The accompanying Schedule of Expenditures of Federal Awards is presented for purposes of additional analysis as required by U.S. Office of Management and Budget Circular A - 133,.Audits of States, Local Governments, and Non - Profit Organizations. This schedule is not a required part of the basic financial statements. Such information is the responsibility of management and was derived from and relates directly to the underlying accounting and other records used to prepare the financial statements. The information has been subjected to the auditing procedures applied in the audit of the basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the information is fairly stated in all material respects in relation to the basic financial statements taken as a whole. BRIAN SONNTAG, CGFM STATE AUDITOR September 12, 2D12 Washington State Auditor's Office 10