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MANAGEMENT REPORT
AND
AUDITORS COMMUNICATION LETTER
June 30, 2015
CITY OF CARMEL-BY-THE-SEA
June 30, 2015
TABLE OF CONTENTS
PARTNERS
RONALD A LEVY, CPA
CRAIG A HARTZHEIM, CPA
HADLEY Y HUI, CPA
ALEXANDER C HOM, CPA
ADAM V GUISE, CPA
TRAVIS J HOLE, CPA
We were engaged to report on the combining nonmajor fund financial statements and nonmajor special
revenue funds budgetary comparison schedules, which accompany the financial statements but are not
RSI. With respect to this supplementary information, we made certain inquiries of management and
evaluated the form, content, and methods of preparing the information to determine that the information
complies with accounting principles generally accepted in the United States of America, the method of
preparing it has not changed from the prior period, and the information is appropriate and complete in
relation to our audit of the financial statements. We compared and reconciled the supplementary
information to the underlying accounting records used to prepare the financial statements or to the
financial statements themselves.
Restriction on Use
This information is intended solely for the information and use of the City Council and management of
the City and is not intended to be, and should not be, used by anyone other than these specified parties.
Very truly yours,
PARTNERS
RONALD A LEVY, CPA
CRAIG A HARTZHEIM, CPA
HADLEY Y HUI, CPA
ALEXANDER C HOM, CPA
ADAM V GUISE, CPA
TRAVIS J HOLE, CPA
Significant Deficiencies
2015-02
2015-04
2015-06
2015-07
Finding Excessive use of override function at refueling station and lack of vehicle number
on vehicle log:
During our review of gasoline usage, we noted the override function was used 65 times in
December 2014 and March 2015. Additionally, no vehicle number was logged during 18
different fuelings in December 2014 and March 2015.
Finding No approved position schedule for the 2014-15 fiscal year for non-safety
employees:
During our review of payroll, we noted there was no approved position schedule for the 201415 fiscal year for non-safety employees.
Effect:
Without an approved position schedule for the 2014-15 there is no way to verify if the
employees are being paid at the correct wage rate for their step and range. Also, employee vs.
employer litigation could result.
Recommendation:
We recommend the City prepare an approved position schedule every fiscal year for all
employees, in accordance with employment agreements.
Managements Response:
Agreed. The City has been without a Human Resources Manager for a number of years, and
some of the duties (specifically the ones that are not required in order to get employees paid in
a timely and accurate manner) were not attended to. The Finance staff that processes payroll
has picked up the necessary duties in order to process payroll, but has not had the time to pick
up all of the duties of the HR Manager. The good news is that we hired a new Human
Resources Manager last month, and this finding is on her list of issues to address.
2015-09
Finding Firefighters are using the same employee ID to refuel the fire vehicles:
During our review of internal controls, we noted firefighters are using the same employee ID
(#4334) to refuel the vehicles rather than having one unique ID per person.
Effect:
When firefighters use the same employee ID to refuel the vehicles, there is no way to track
who is accessing the refueling station. This could lead to a misappropriation of fuel to occur
and remain undetected.
Recommendation:
We recommend each firefighter be assigned their own one unique ID and that each firefighter
use their individual unique ID each time during refueling of vehicles.
2015-11
10
2015-13
11
2015-15
12
13
Finding The Public Works building has numerous inventory supplies that are not being used
and are not properly safeguarded:
During our review of internal controls, we noted the Public Works building has numerous
filters, brake pads, lights, belts, fuses and other auto supplies that are not being used anymore
and are not properly safeguarded.
Effect:
With numerous outdated supplies not being safeguarded properly, there is an increased risk
that those assets could be misappropriated and remain undetected.
Recommendation:
We recommend the City dispose of outdated inventory supplies and properly safeguard all
remaining inventory supplies.
Managements Response:
Agreed. We have changed our process related to this supplies inventory. For the existing auto
parts inventory, it now resided in a locked cabinet, within a locked room at Public Works.
Only three supervisors/managers have the keys. This inventory is obsolete and will be
disposed of via auction. Current small auto parts will be purchased as needed.
2015-18
2015-19
Finding The COPS grant revenue was being recorded to fund balance instead of a revenue
account:
During our audit of the financial statements, we noted COPS grant money was being recorded
to fund balance instead of a revenue account.
Effect:
Misposting of revenues results in misstated financial statements.
Recommendation:
We recommend the City record COPS grant money to the appropriate revenue account instead
of recording the revenue in the fund balance account.
14
2015-21
2015-22
15
2015-24
Finding Deposit payable accounts and fee collection accounts have debit balances:
During our review of internal controls, we noted seven deposit payable accounts have debit
balances and two fee collection accounts have debit balances.
Effect:
With deposit payable accounts and fee collection accounts having debit balances, the City has
balances due from customers. Deposit accounts should never have balances due as the City
may not be able to collect on the outstanding balances.
Recommendation:
We recommend the City attempt collection of all debit balances on deposit accounts. Fee
collection accounts with debit balances should be investigated and adjusted accordingly.
Managements Response:
Agreed. Of the seven non-fee collection accounts, one dates back to 6/30/2011, the others are
more recent. We will work on figuring out what the balances represent and correct. The two
fee collection accounts have had positive balances of similar balances since 6/30/2011. We
will work on figuring out what that represents and correct. With the implementation of the
new finance system, we will be utilizing a more proper accounts receivable system to track
these types of transactions, and we should not have the same issues in the future.
16
Finding One check issued out of sequence and one outstanding check over one year old:
During our audit of cash, we noted one check was issued out of sequence (check #3140 was
issued on July 2, 2015, while #3141-3142 were issued on June 30, 2015). We also noted one
outstanding check that was over one year old (check #2167, dated April 23, 2013).
Effect:
Checks being issued out of sequence makes it more difficult to perform bank reconciliations as
well as ensuring the accounting of all checks. Stale dated checks could cause the cash balance
to be inappropriately understated.
Recommendation:
We recommend the City issue all checks in numerical sequence and all outstanding checks that
are over one year old should be investigated, sent to the state as escheat property, or written
off/voided.
Managements Response:
Agreed. We will make sure that all checks are issued in sequence and that all stale dated
checks have been voided and off of the bank reconciliations.
2015-26
17
18