HomeMy WebLinkAboutCAG2024-246 - Original - Washington State Auditor's Office - 2023 Audit Engagement Letter - 01/01/2024 FOR CITY OF KENT OFFICIAL USE ONLY
Sup/Mgr:
Agreement Routing Form DirAsst:
• For Approvals,Signatures and Records Management Dir/Dep:
KENT This form combines&replaces the Request for Mayor's Signature and Contract Cover (optional)
WASHINGTON Sheet forms. (Print on pink or cherry colored paper)
Originator: Department:
Megan Marks Finance
Date Sent: Date Required:
c 05/20/2024 05/24/2024
Q Mayor or Designee to Sign. Date of Council Approval:
Q Interlocal Agreement Uploaded to Website 04/02/2024
Budget Account Number: Grant? Yes No�✓
N/A
Budget? Yes Type: N/A
Vendor Name: Category:
Washington State Auditor's Office Contract
Vendor Number: Sub-Category:
Original
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Project Name: 2023 Audit Engagement Letter
c Project Details: Provide audit services for the city's annual financial, single, and
c Accountability audits.
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c
(11.111 Basis for Selection of Contractor:
Agreement Other
E
*Memo to Mayor must be attached
i Start Date: 0 0 1/2 Termination Date:
Im
a Local Business? Yes F]No*If meets requirements per KCC 3.70.100,please complete"Vendor Purchase-Local Exceptions"form on Cityspace.
Business License Verification: ❑Yes In-Process F1 Exempt(KCC 5.01.045) Authorized Signer Verified
Notice required prior to disclosure? Contract Number:
Yes❑No CAG2024-246
Comments:
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Date Received:City Attorney: 5/20/24 Date Routed:Mayor's Office 5/20/24 City Clerk's Office 5/23/24
adccW22373_7_20 Visit Documents.KentWA.gov to obtain copies of all agreements
rev.20221201
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Office of the Washington State Auditor
Pat McCarthy
February 27, 2024
Mayor and City Council
City of Kent
220 4th Ave. S.
Kent, WA 98023
We are pleased to confirm the audits to be performed by the Office of the Washington State Auditor,
in accordance with the provisions of Chapter 43.09 RCW, for the City of Kent. This letter confirms
the nature and limitations of the audits, as well as responsibilities of the parties and other engagement
terms.
Office of the Washington State Auditor Responsibilities
Financial Statement Audit
We will perform an audit of the comprehensive financial report and basic financial statements of the
City of Kent as of and for the fiscal years ended December 31, 2023, prepared in accordance with
accounting principles generally accepted in the United States of America (GAAP). The objective of
our audit will be to express our opinion on these financial statements.
We will perform 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, rather than absolute, assurance about whether the
financial statements are free from material misstatement. Since we do not review every transaction,
our audit cannot be relied upon to identify every potential misstatement. Because of the inherent
limitations of an audit, together with the inherent limitations of internal control, an unavoidable risk
exists that some material misstatements may not be detected,even though the audit is properly planned
and performed in accordance with the standards identified above.
A financial statement audit involves performing procedures to obtain audit evidence about the amounts
and disclosures in the financial statements. The procedures selected depend on the auditor's judgment,
including the assessment of the risks of material misstatement of the financial statements,whether due
to fraud or error. In making those risk assessments, the auditor considers relevant internal controls in
order to design audit procedures that are appropriate in the circumstances, but not for the purpose of
expressing an opinion on the effectiveness of internal control. Accordingly, we will express no such
opinion.
Although our audit is not designed to provide an opinion on the effectiveness of internal control over
financial reporting, we are required to report any identified significant deficiencies and material
Insurance Building, P.O. Box 40021 •Olympia,Washington 98504-0021 • (564)999-0950• Pat.McCarthy@sao.wa.gov
weaknesses in controls. We are also required to report instances of fraud and noncompliance with
provisions of laws, regulations, contracts, and grant agreements that could have a direct and material
effect on the accuracy of financial statements.
A financial statement audit also includes evaluating the appropriateness of accounting policies used
and the reasonableness of significant accounting estimates made by management,as well as evaluating
the overall presentation of the financial statements.
All misstatements identified by the audit will be discussed with management. Material misstatements
corrected by management and all uncorrected misstatements will be communicated at the exit
conference, as required by professional auditing standards.
Our responsibility is to express in a written report an opinion on the financial statements based on the
results of our audit. We cannot guarantee an unmodified opinion. We may modify or disclaim an
opinion on the financial statements if we are unable to complete the audit or obtain sufficient and
appropriate audit evidence supporting the financial statements. If our opinion is other than unmodified,
we will fully discuss the reason with you prior to issuing our report. Further, in accordance with
professional standards, we may add emphasis-of-matter or other-matter paragraphs to our report to
describe information that, in our judgment, is relevant to understanding the financial statements or our
audit.
We will also issue a written report (that does not include an opinion) on issues identified during the
audit related to internal control over financial reporting and on compliance with the provisions of laws,
regulations, contracts, and grant agreements, noncompliance with which could have a material effect
on the financial statements as required by Government Auditing Standards.
The City prepares supplementary information that accompanies the financial statements, which is
required by Generally Accepted Accounting Principles. We agree to perform auditing procedures on
this information, with the objective of expressing an opinion as to whether it is fairly stated, in all
material respects, in relation to the financial statements taken as a whole.>
The City also prepares other information to accompany the financial statements, which is required by
accounting standards or is done at its discretion. We will perform limited procedures on this
information for the purpose of identifying inconsistencies with the financial statements. However,we
will not express an opinion on its fair presentation.
Federal Single Audit
We will also perform a federal single audit on compliance with, and report on internal control over
compliance for, each major program for the fiscal year ended December 31, 2023, 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 Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance).
Those standards and the Uniform Guidance require that we plan and perform the audit to obtain
reasonable assurance about whether noncompliance with the types of compliance requirements that
could have a direct and material effect on a major federal program occurred. An audit includes
examining, on a test basis, evidence about compliance with those requirements and performing such
other procedures as we considered necessary in the circumstances. Because of the inherent limitations
of an audit, together with the inherent limitations of internal control, an unavoidable risk exists that
some material noncompliance may not be detected, even though the audit is properly planned and
performed in accordance with these standards and the Uniform Guidance.
In planning and performing the compliance audit, we will consider internal control over compliance
in order to determine the appropriate auditing procedures necessary for opining on compliance with
each major program, and for testing and reporting on internal control over compliance in accordance
with Uniform Guidance, but not for the purpose of expressing an opinion on the effectiveness of
internal control over compliance. Accordingly, we will express no such opinion. Although our audit
is not designed to provide an opinion on the effectiveness of internal control over compliance, we are
required to report any identified significant deficiencies and material weaknesses in controls.
We will express an opinion as to whether the Schedule of Expenditures of Federal Awards is fairly
stated, in all material respects, in relation to the financial statements taken as a whole for the fiscal
year ended December 31, 2023.
We estimate the federal single audit will cover two federal grant programs,which will be identified at
the audit entrance conference. If additional grant programs are audited to satisfy the requirements of
the Uniform Guidance, the audit budget discussed below will increase by approximately $9,000 per
additional major program.
Upon completion of our audit we will issue a written report containing our opinion on compliance for
each major program and a written report on internal control over compliance. We cannot provide
assurance that an unmodified opinion will be expressed. Circumstances may arise in which it is
necessary for us to modify our opinion, issue a disclaimer of opinion, or add an emphasis-of-matter or
other-matter paragraph(s)to the report.
Accountability Audit
We will perform an accountability audit of compliance with applicable state laws, regulations, and
policies, and of controls over the safeguarding of public resources for the fiscal year ended December
31, 2023. The audit will be conducted in accordance with provisions of RCW 43.09.260 and the
Office's audit policies, which include policies specific to these types of audits and general audit
policies. Our general audit policies apply to all our engagements and incorporate the requirements of
Government Auditing Standards, as applicable, on topics such as communications with auditees,
independence, audit evidence and documentation, and reporting.
An accountability audit involves performing procedures to obtain audit evidence about compliance
and controls in areas selected for audit. In keeping with general auditing practices,we do not examine
every transaction, activity, policy, internal control, or area. The areas examined and procedures
selected depend on the auditor's judgment, including the assessment of the risks of fraud, loss, abuse,
or noncompliance.
Upon completion of our audit, we will issue a written report describing the overall results and
conclusions for the areas we examined.
Data Security
Our Office is committed to appropriately safeguarding the information we obtain during the course
of the audit. We have entered into a data sharing agreement with the City to ensure compliance with
legal requirements and Executive Directives(Executive Order 16-01,RCW 42.56 and OCIO Standard
141.10) in the handling of information considered confidential.
Responsibilities specific to this engagement
Additionally, we will:
• Provide management with advanced notification if we identify issues that require further audit
work and increase audit costs.
• Participate in weekly progress meetings to discuss the status of the audit plans for future weeks.
At those meetings, we will provide information on the departments we will work in and the
audit objectives we will be addressing.
• Conduct a formal entrance conference on the financial and single audits after we have
completed financial and single audit planning. The entrance conference on the accountability
audit may be conducted at a later date if we have not completed planning for that audit.
• Conduct a formal exit conference to discuss results of the financial audit on or before
September 30, 2024. The exit conference on the accountability audit may be conducted at a
later date since our audit work may not be completed by the end of September.
• Provide our financial statement opinion(ACFR letter)by June 30, 2024 provided the financial
statements we receive for audit are free of significant or numerous errors and the City fulfills
its requirements listed in the succeeding Client's Responsibilities section.
• Provide our Single Audit opinions by September 30, 2024.
• Interact with staff professionally and respectfully and communicate needs and issues in a
timely manner. We will notify the City the previous day, if we know that audit staff will not
be onsite the subsequent day(s).
• Provide written correspondence during the course of the audit through email to the audit
liaison, Jim Lin, Accounting Supervisor.
• Provide advance notice when a scheduled meeting is to be cancelled.
• Allow the City seven days to provide a written response to any findings.
Reporting levels for audit issues
Issues identified through the auditing process will be communicated as follows. Failure to
appropriately address audit issues may result in escalated reporting levels.
• Findings formally address issues in an audit report. Findings report significant results of the
audit, such as significant deficiencies and material weaknesses in internal controls;
misappropriation; and material abuse or non-compliance with laws, regulations, contracts or
grant agreements. You will be given the opportunity to respond to a finding, and this response,
or a synopsis of it, will be published in the audit report. Professional auditing standards define
the issues we must report as findings with regard to non-compliance with a financial statement
effect and internal controls over financial reporting. The Uniform Guidance defines the issues
we must report as findings with regard to non-compliance and internal controls over
compliance with federal grants.
• Management letters communicate control deficiencies, non-compliance, misappropriation,
abuse, or errors with a less-than-material effect on audit objectives. Management letters are
referenced, but not included, in the audit report.
• Exit items address control deficiencies, non-compliance, abuse, or errors that have an
insignificant effect on audit objectives. These issues are informally communicated to
management and are not referenced in the audit report.
Client's Responsibilities
Management is responsible for the accuracy and completeness of information provided to the auditor
and will provide the Office of the Washington State Auditor with:
• Unrestricted access to people with whom the auditor wishes to speak.
• All information that is requested or relevant to auditor requests.
• Notification when any documents,records, files, or data contain information that is covered by
confidentiality or privacy laws.
• Adequate workspace and conditions, including interacting with auditors professionally and
respectfully and promptly communicating about any issues and concerns.
Moreover, our audit does not relieve management or the governing body of their responsibilities.
Management's responsibilities, with oversight from the governing body, include:
• Selecting and applying appropriate administrative and accounting policies.
• Establishing and maintaining effective internal controls over financial reporting, compliance,
and safeguarding of public resources.
• Designing and following effective controls to prevent and detect fraud, theft, and loss.
• Promptly reporting to us knowledge of any fraud, allegations of fraud or suspected fraud
involving management, employees or others, in accordance with RCW 43.09.185.
• Ensuring compliance with laws,regulations and provisions of contracts and grant agreements.
Financial audits—Additional Responsibilities:
• Preparation and fair presentation of these financial statements in accordance with accounting
principles generally accepted in the United States of America(GAAP).
Supplementary Information—Additional Responsibilities:
• Preparing the following supplementary information:
o Schedule of Expenditures of Federal Awards (including notes and noncash assistance
received) that includes all expenditures from federal agencies and pass-through
agencies in the form of grants, contracts, loans, loan guarantees,property, cooperative
agreements, interest subsidies, insurance, food commodities, direct appropriations,
and other assistance in accordance with Uniform Guidance 2 CFR § 200.510
requirements.
o Combining Statements in accordance with Generally Accepted Accounting Principles
• Including the auditor's report on the supplementary information in any document that both
contains the supplementary information and indicates that the auditor reported on the
supplementary information.
• Either presenting the supplementary information with the audited financial statements or, if
the supplementary information will not be presented, making the audited financial
statements readily available to users of the supplementary information no later than the date
the supplementary information and auditor's report thereon are issued.
• Federal Single Audits—Additional Responsibilities:
• Identifying all federal awards received.
• Understanding and complying with the provisions of laws, regulations, contracts, and grant
agreements, including applicable program compliance requirements.
• Establishing and maintaining internal control over compliance, including establishing and
maintaining effective controls that provide reasonable assurance that the City administers
government programs in compliance with the compliance requirements.
• Evaluating and monitoring compliance with federal award requirements.
• Informing us of the City's relationships with significant vendors who are responsible for
program compliance.
• Submitting the reporting package and data collection form through the Federal Audit
Clearinghouse.
Responsibilities at the conclusion of the audit
At the conclusion of our audit, the City will provide us with a letter to confirm in writing certain
express and implied representations made during the course of the audit. This letter includes
representations regarding legal matters.A separate letter may be needed from the City's legal counsel.
Management and the governing body are also responsible for following up and taking corrective action
on all audit findings,including,when applicable,preparing a summary schedule of prior audit findings
and a corrective action plan on the City's own letterhead.
Responsibilities specific to this engagement
Additionally, the City will:
• Provide final financial statements for audit to our Office by May 1, 2024.
• Provide the final Schedule of Expenditures of Federal Awards for audit to our Office by May
1, 2024.
• Provide our Office with documentation of the financial statement review and approval before
they were submitted for audit.
• Obtain a clear understanding of accounting standards applied in your financial statements and
fully understand any adjusting journal entries recommended by the Office of the Washington
State Auditor before approving the entries.
• Revise financial statements and schedules only if agreed to in writing by our Office.
• Interact with auditors professionally and respectfully and promptly communicate issues and
concerns.
Estimated Audit Costs and Timeline
We estimate the cost of the audit work to be $206,000, plus travel costs, and other expenses, if any.
Invoices for these services will be prepared and presented each month as our audit work progresses.
We anticipate our reports will be published on our website www.sao.wa.gov and be available to you
and the public as outlined below. These estimates are based on timely access to financial information
and no significant audit reporting issues. The estimated cost and completion date may change if
unforeseen issues arise or if significant audit issues are identified necessitating additional audit work.
Currently we estimate an additional $3,000 per significant audit reporting issue. We will promptly
notify you if this is the case.
Report Date*
Independent Auditor's Report on Financial Statements June 30, 2024
Independent Auditor's Report on Internal Control over Financial Reporting June 30, 2024
and on Compliance and Other Matters Based on an Audit of Financial
Statements Performed in Accordance with Government,4uditing Standards
Independent Auditor's Report on Compliance for Each Major Program and on September 30, 2024
Internal Control over Compliance in Accordance with Uniform Guidance
Independent Auditor's Report on Accountability December 31, 2024
*Report Issuance Dates Are Estimates Only
The audit documentation for this engagement, which may contain confidential or sensitive
information,is the property of SAO and constitutes a public record under Chapter 42.56 RCW. Subject
to applicable laws and regulations, appropriate individuals, as well as audit documentation, will be
made available upon request and in a timely manner to appropriate auditors and reviewers, City's
management and governing body, and federal agencies, for purposes of a public records request, a
quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities.
The audit documentation for this engagement will be retained for a minimum of five years after the
report release (publish) date in accordance with the public records retention schedule established by
the Washington Secretary of State.
Expected Communications
During the course of the audit, we will communicate with the City's selected audit liaison, Jim
Lin, Accounting Supervisor , on the audit status, any significant changes in our planned audit scope
or schedule and preliminary results or recommendations as they are developed. The audit liaison is
responsible for regularly updating management and the governing body on these matters. We may
also provide direct communication of these matters to management and the governing body as
needed or upon request.
Please contact us if any events or concerns come to your attention of which we should be aware. We
will expect the audit liaison to keep us informed of any such matters.
Audit Dispute Process
Please contact the Audit Manager or Assistant Director to discuss any unresolved disagreements or
concerns you have during the performance of our audit. At the conclusion of the audit, we
will summarize the results at the exit conference. We will also discuss any significant
difficulties or disagreements encountered during the audit and their resolution.
By signing and returning this letter, you acknowledge that the foregoing is in accordance with
your understanding. Please contact us with any questions.
We appreciate the opportunity to be of service to you and look forward to working with you and your
staff.
Sincerely,
A4v,L- 1��
2/27/24
Ngan Kim-Hoang Nguyen, CPA, CFE, Audit Manager Date
Office of the Washington State Auditor
City Response:
This letter correctly sets forth our understanding.
05/21/2024 �� 5/17/2024
h Dana Ralph, Ma rr Date Paula Painter, Finance Director Date
p Y