HomeMy WebLinkAboutResolution No. 2016-C11RESOLUTION NO. 2016-C11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA,
CALIFORNIA, ADOPTING AND APPROVING THE INTERNAL CONTROLS
(ACCOUNTING) POLICY
WHEREAS, the City of Azusa ("City") desires to maintain current and comprehensive financial
policies; and
WHEREAS, there is a need to formalize the policies regarding the accounting internal controls;
and
WHEREAS, the City desires to adopt an Internal Controls (Accounting) Policy (Exhibit A);
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Azusa,
California does hereby find, determine and declare as follows:
Section 1. Approve and adopt the Internal Controls (Accounting) Policy attached hereto as
Exhibit A;
Section 2. Authorize City staff to take all actions necessary to carry out the Policy.
PASSED, APPROVED and ADOPTED this 19'h day of January, 2016.
seph Romero Rocha
'Mayor
ATTEST:
M WINE 0M
City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF AZUSA )
I HEREBY CERTIFY that the foregoing Resolution No. 2016 -CI I was duly adopted by the
City Council of the City of Azusa at a regular meeting thereof on the 19th day of January 2016, by the
following vote of City Council Members.
AYES: COUNCILMEMBERS: GONZALES, MACIAS, ALVAREZ, ROCHA
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: CARRILLO
-iAyVCpo�i
iCity Clerk
APPROVED AS TO FORM:
Best Best & Crieger, LLP
City Attome
INTERNAL CONTROLS (ACCOUNTING) POLICY
(See Exhibit A)
INTERNAL CONTROL POLICY
(Accounting Controls)
City of Azusa Internal Control Policy- Accounting Controls EXHIBIT A
SECTION 1 —GOAL STATEMENT
1.1 Internal Control comprises of a plan of organization and all of the coordinated methods and measures
that are put in place to reach and achieve goals. This Internal Control Policy sets forth a framework and
general parameters to achieve the following goals for the City of Azusa ("City"):
1.1.1 Safeguard City Assets - Well designed internal controls protect assets through
protection from fraud, waste and abuse.
1.1.2 Ensure the reliability and integrity of financial information - Internal controls ensure
that management has accurate, timely and complete accounting records, in order
to plan, monitor and report operations.
1.1.3 Ensure compliance - Internal controls help to ensure transactions are executed in
accordance with management's authorization and recorded properly to permit the
preparation of general purpose financial statements in accordance with generally
accepted accounting principles. In addition, internal controls ensure the City is in
compliance with the many federal, state and local laws and regulations affecting
the operations.
1.1.4 Promote efficient and effective operations - Internal controls provide an
environment in which managers and staff can maximize the efficiency and
effectiveness of their operations.
1.1.5 Accomplishment of goals and objectives - Internal controls system provide a
mechanism for management to monitor the achievement of operational goals and
objectives.
1.2 This is the broad definition, recognizing that a "system' of internal control extends beyond those
matters which relate directly to the accounting and finance functions. ( Source: AICPA SAS).
This broad definition can be subdivided into two components; accounting and administrative, as
follows:
1.2.1 Accounting controls comprise the plan of organization and all the methods and procedures
that are concerned mainly with, and relate directly to, the safeguarding of assets and the
reliability of the financial records.
1.2.2 Administrative controls comprise the plan of organization and all the methods and
procedures that are concerned mainly with operational efficiency and adherence to
managerial policies and usually relate only indirectly to the financial records.
This policy is concerned primarily with the "Accounting Controls" and when the terms "internal controls"
or "controls" are used, it is meant as Accounting Controls.
1.3 While this policy provides guidelines for general use, it allows for exceptions in extraordinary
conditions. In the event there are proposed exceptions to the Internal Control guidelines, those
exceptions will be discussed in the applicable staff reports at the time the exception is identified for
City Council consideration.
Eff: 01/1912016
Page 2 of 3
Cjy of Azusa Internal Control Policy- Accounting Controls EXHIBIT A
SECTION 2 — RESPONSIBILITIES
2.1 The performance and implementation of the internal controls are the responsibilities of the Finance
Department and the Department Heads/Directors.
2.1.1 Written Procedures - Written procedures will be maintained by the Finance Department
such as all functions involving the handling of cash, disbursements, payroll and other
financial records and transactions. These procedures shall embrace sound internal control
principles.
2.1.2 Finance Department Responsibilities — The Finance Department is responsible for
designing the appropriate internal control procedures for the departments.
2.1.3 Department Head/Director Responsibilities - Each department head is responsible to ensure
that the internal control procedures are followed throughout the department.
2.2 Internal controls may become inadequate as conditions change, thus requiring review and
modification.
SECTION 3 — INTERNAL CONTROL ACTIVITIES
3.1 Internal control activities are the policies and procedures as well as the daily activities that occur
within an internal control system. The Finance Department procedures include the control activities
listed below.
3.1.1 Segregation of Duties — Financial 'responsibilities are divided between various staff to
assure a single person does not perform every aspect of a financial transaction.
Segregating responsibilities can reduce errors and prevent or detect invalid transactions
by providing adequate checks and balances.
3.1.2 Authorization and Approval — Transactions should be authorized by a delegated staff who
verifies prior to approving the transaction. Authorization requires the signature or
electronic approval of a transaction by the authorized staff. Appropriate authorization and
approval practices help prevent invalid transactions from occurring.
3.1.3 Review and Reconciliation — Routine examination and reconciliation of transaction
records, the appropriateness of the transactions, and their compliance with policy. This
control ensures that appropriate actions have been performed to reduce the risk of fraud,
theft, or compliance violations. It also ensures the accuracy and inclusion of all
transactions charged to the departments' accounts.
3.1.4 Documentation — Documents must be furnished to evidence information used regarding a
decision, event, or transaction. Clear, complete, accurate and timely recorded
transactions provide evidence of the transactions and for the efficiency and effectiveness
to trace each transaction from its inception through its completion. Supporting
documentation may come in paper or electronic forms.
3.1.5 Security — Assets and records should be kept secured at all times to prevent unauthorized
access, loss, or damage. Equipment, inventories, cash and other property shall be
physically secured, and periodically counted and reconciled to City records. Access to
information systems must be protected by authentic and authorized controls, and ensure
validity of user identification.
3.2 The Finance Department will utilize these internal control activities in formulating the procedures for
departments to follow. An annual review of the plans will be performed and modifications made as
required.
Eff: 01/19/2016
Page 3 of 3