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T4: BOARD OF SUPERVISORS •; � °�'
FROM: INTERNAL OPERATIONS COMMITTEE
Costa
DATE: JANUARY''8, 2002 a�` r r County
SUBJECT: 2002 FINANCIAL AND MANAGEMENT AUDITS PLAN
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. ACCEPT reports from the County Administrator and Auditor-Controller on the proposed
schedule of financial and management audits for 2002;
2. ACKNOWLEDGE that the Auditor-Controller is requesting no additional staffing at this time;
to complete the 2002 audit plan
BACKGROUND:
Can tune 27, 2000, the Board of.Supervisors reviewed the County's audit program and directed that
each December, the County Administratorand Auditor-Controller report to the Internal Operations
Committee on the proposed schedule of internal financial and management audits for the following
year, including these studies requested by the Board of Supervisors.
Attached are the 2002 internal audit plans proposed by the County Administrator and Auditor-
Controller. In addition, Macias,Gini-& Company will conduct the annual external and single
audits. The IOC reviewed and approved the proposed plans and recommends approval of them.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR
RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
1
SIGNATURE(S): �
JOH 101A,,CHAIR MARK DeSAUt N1ER
ACTION OF BOARD ONO_ '%vim , a � 4-APPROVE AS RECOMMENDED OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY`THAT THIS IS A-TRUE
AND CORRECT COPY OF AN ACTION TAKEN
UNANIMOUS(ABSENT r°+,. ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES NOES: SHOWN.
ABSENT: ABSTAIN:
ATTESTED� � 1 1" d rr`� jW,
CONTACT: JULIE ENEA(925)335-1077 JOHN SWEET N,CLERK Of THE
BOARD OF SUPERVISORS AND
COUNTY ADMINISTRATOR
CC: INTERNAL OPERATIONS COMMITTEE STAFF
COUNTY ADMINISTRATOR
AUDITOR-CONTROLLER
BYD DEPUTY
v
County of Contra Costa
OFOCE F�tN k i0UNTv AaMtNISTRATt)R
DATE: December 12, 2001
TO: INTERNAL OPERATIONS COMMITTEE:'
■
John Gioia, Chair
Mark'DeSaulnier, Member
FROM: JOHN SWEETEN,County Administra
SUBJECT: 2002 MANAGEMENT AUDIT'PROG
tl
On June 27, 2000, the Board of Supervisors`acknowledged the County's audit program and
directed that each December, the County Administrator and Auditor.-Controller report to
the Internal Operations Committee on the proposed schedule of internal financial and
management audits for the following year, including those studies requested by the Board
of Supervisors:
The County Administrator's Office, with the assistance of an outside consultant where
appropriate, plans to conduct the following management audits of Health Services
Department programs and procedures, as directed by the Board of Supervisors on
December 11 2001:
1. Department organizational structure in relation to its legal and fiscal
environment'
2. Hospital Medicare and Medi-Cal:.cost report for revenue enhancement
opportunities
3 Medical staffing ratios at the Martinez Detention Facility'
4. Revenue maximization through enrollment of children in the Healthy Families
Program
5. Group purchasing practices for pharmaceuticals and medical supplies
6. Out-of-County placements in mental health facilities
Additionally, we plan to study and evaluate the County's Outreach Program in light of
fudge Orrick's recent judgment and opinion, and recommend changes to make this
program more efficient and effective;
cc: CAO Senior Staff
Office of
COUNTY AUDITOR-CONTROLLER
Contra Costa County
Martinez, California
December 6, 2001
TO. internal Operations Committee
FROM: Kenneth J. Corcoran,:Auditor-Controller
By: Jack B. Cooper Jr., Chief Auditor
SUBJECT": Annual Report on the Financial Audits Program
The Board of Supervisor's directive of June 27, 2004 expressed the desirability of more frequent
departmental audits and directed the Auditor-Controller to report to the internal Operations
Committee each December on the proposed schedule of financial audits for the following year. We
present this report to summarize the status of the projects we planned to perform in 2001, to indicate
what we are doing to meet theBoard's goal, and to inform you of our schedule for 2002:
Since last December we have performed all of the audits with a preferred audit cycle of one year or
less and 60 percent of the audits that we planned to perform with preferred audit cycles of two,three
and five years. The internal Audit Division's most experienced Auditor III resigned in January 2001
to become the Audit Manager of the bast Bay Regional Park District. This had a,significant negative
impact on our audit schedule. We are currently interviewing candidates to fill this vacancy at the
Auditor I level. in August 2001 we Hired an Information Systems Auditor, which filled a critical gap
in our audit coverage. 'We look forward to, and can now anticipate, being fully staffed in 2002.
We had been performing annually required'financial statement audits of some independent special
districts. Although these audits generated a small amount of revenue, they also consumed audit`
resources that could be used to perform departmental audits on a more frequent basis. We have now
referred these districts to local Certified Public Accountants to;perform their audits.
In addition to taking steps to perform departmental audits more frequently, we have improved our
procedures to make them more effective. In current and future;projects, our audit findings will be
drafted,reviewed; and presented to the subject department's management during, rather than at the
end of, the audit. This will enable and encourage the department to implement our recommendations
immediately. it will also reduce the delay between the end of the audit period and the date of the
issuance of the report.
Internal Operations Committee December 6, 2001
Annual Report on the Financial Audits Program
The attached Schedule of Recurring Audits indicates the status"of our recurring audit Projects, the
audits we completed in 2001 and the audits we plan to complete in 2002. In addition, we plan to
complete a limited number of other internalaudits that will be determined during the year. Assuming
that we remain fully staffed and that our audit resources are not reduced by unexpected difficulties in
implementing Government Accounting Standards;,Board'Statement Number 34 (GASB 34), we
believe we can achieve and maintain the desired audit frequencies as indicated intheSchedule of
Recurring Audits:
The Internal Audit Division is also responsible 1br preparation of the County's Comprehensive
Annual Financial Report. GASB 34 is a major change in the financial reporting requirements for
governments that goes into effect for fiscal year 2001-2002. Our office has established a committee
to assist the County in preparing for this change. GASB 34 requires reporting on'a government-wide
basis'as well as the current fund basis, the reporting of•infrastructure assets (streets,roads, bridges,
drainage facilities, etc.), a comparison of initial and final budgets and an extensive Management
Discussion and Analysis section. Due to the significant accounting changes required under GASB 34,
we are not able to fully anticipate the amount of audit staff resources that will be required. Obviously,
our anility to meet the desired audit frequencies could be impacted.
We think that by focusing on our core responsibility of internal financial audits of County operations
and once we have transitioned the CAFR to comply with GASB 34, we will have adequate staffing to
provide an appropriate level of audit coverage on a continuing basis. Therefore,we do not request
additional'staff at this time
In addition to the internal financial audits we perforin, the County's financial operations are subject to
audit by independent external'auditors. The County's external auditors perform an annual audit of the
County's general purpose financial statements, the County's Redevelopment Agency, the Public
Financing Authority and the Retirement Association. They also perform an annual "Single Audit"of
the County's federal financial'assistance programs. Other independent auditors perform annual audits
of the County's Housing Authority, state grant programs, the Children and Families Commission and
the Public Facilities Corporation.
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