HomeMy WebLinkAbout1994-089 Proposal - Cooper LybrandCoopers
&Lybrand
September 21, 1994
Coopers & Lybrand L.L.P.
a professional services firm
400 Country Club Road
Suite 300
Post Office Box 1600
Eugene, Oregon 97440-1600
telephone (503) 485-1600
facsimile
general (503) 334-4385
tax (503) 334 4386
Ms. Jill Turner
Director of Finance
City of Ashland
Ashiand, Oregon
Dear Ms. Turner:
We are pleased to assist the City in its evaluation of the cash handling procedures involving traffic
citations. This letter summarizes our planned approach per our recent discussion. It covers:
Project scope and work effort
Anticipated benefits
Fees, timing, and staffing
Project Scope and Work Effort
Our approach to this project has been designed to produce recommendations for improving the
timely and effective processing of traffic citations between the Police Department, Municipal Court
and the City's accounting department. The objective of the project is to identify opportunities for
improving the accounting controls involving the recording of revenues from traffic citations.
Our review of these procedures will require us to:
Obtain an understanding of the current manual procedures for processing these transactions
Obtain an understanding of the underlying automated systems that support the processing of
traffic citations
Identify the delays and bottlenecks in the existing process and the follow-up steps currently taken
We will work directly with you to set up interviews and to discuss our findings and progress.
Coopers & Lybrand L L P, a registered limited liability partnership is a member firm of Coopers & Lybrand (International)
Ms. Jill Turner
September 21, 1994
Page 2
Anticipated Benefits
Our understanding of the situation at the City is based on our limited discussions with you.
However, we believe that implementation of our recommendations will provide improvements in the
areas of:
Assuring that timely recording of cash and revenue from traffic citations is being carried out
Traffic citations are being processed between the Police Department and the Municipal Court in a
timely and complete manner.
Fees~ Timing and Staffing
We will complete the evaluation of these cash handling procedures within approximately two days.
Our fees for this effort will be $1,200, plus out-of-pocket expenses for travel, subsistence and
administrative support. In no event will we exceed our fee estimate without your prior approval.
These timing and fee estimates are dependent upon the timely access to City personnel and required
information. Should any factors presently unforeseen change the scope of our work, we will confer
with you immediately before processing.
Mr. Don Doerr, our Eugene Market Partner, will have overall responsibility for the engagement.
Ted R. Jeffcoat will have the responsibility for completing the detailed tasks for the project.
We appreciate the opportunity to assist the City in this important task and look forward to working
with you in this project. Please indicate your approval of the project in the space provided below
and return a signed original in the enclosed envelope. We are confident that we have addressed your
requirements for assistance; however, if you have any questions regarding our scope, approach,
timing or fees, please contact Mr. Ted R. Jeffcoat at (503) 334-4311.
Sincerely,
Accepted:
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