OFFICE

OF

THE

PUBLIC

AUDITOR

Doris Flores Brooks, CPA, CaFM Public Auditor

February 17,2010 Honorable Judith T. Won Pat Speaker Mina Trenta Na Liheslaturan Guahan 253 West O'Brien Drive Hagatna, Guam 96910 Dear Speaker Won Pat: Transmitted herewith is the Guam Preservation Trust FY 2009 audited Financial Statements, Report on Compliance and Internal Controls, Management Letter, and Letter to Those Charged with Governance. Attached are our highlights of the audit report, For your convenience, you may also view and download the report in its entirety at www.guamopa.org. Senserumente,

;f1¥;/--~ Doris Flores Brooks, CPA, CGFM Public Auditor

RECEIPT ACKNOWLEDGED:

By:

Date:

Suite 40 L DNA Building 238 Archbishop Flores Street, Hagatna, Guam 96910 Tel (671) 475-0390' Fax (671) 472-7951 www.guamopa.org· Hotline: 47AUDIT (472-8348)

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[,'1st (, YOlln::;

I 642.

i!.I ERNST &YOUNG

I I I I I I I I I I I I I I I I I I I

Compliance and Internal Control Guam Preservation Trust (A Component Unit of the Government of Guam)

September 30, 2009

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i!/ ERNST & YOUNG

Ernst & Young LLP 231 Ypao Road Suite 201 Ernst & Young Buildinq Tamunlng, Guam 96913 Tel: +1 671 6493700 Fax: +1 671 6493920 www.ey.com

Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards The Board of Directors Guam Preservation Trust

I I

We have audited the financial statements of the Guam Preservation Trust (the Trust) as of and for the year ended September 30, 2009, and have issued our report thereon dated February 10, 2010. We conducted our audit in accordance with auditing standards generally accepted in the United States and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Internal Control Over Financial Reporting

In planning and performing our audit, we considered the Trust's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Trust's internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the Trust's internal control over financial reporting. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies in internal control such that there is a reasonable possibility a material misstatement of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be deficiencies, significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control that we consider to be material weaknesses, as defined above. However, we identified a certain deficiency in internal control over financial reporting, described in the accompanying schedule of findings and responses that we consider to be a significant deficiency in internal control over financial reporting. This finding is noted as item 2009-1. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance.

A mf'rnber tnn of frnsl & Younq Globall !milp(1

I I I I I I I I I I I I I I I I I I I

Compliance and Other Matters As part of obtaining reasonable assurance about whether the Trust's financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of our tests disclosed no instance of noncompliance or other matters that are required to be reported under Government Auditing Standards. The Trust's response to the findings identified in our audit are described in the accompanying schedule of findings and responses. We did not audit the Trust's response and accordingly, we express no opinion on it. This report is intended solely for the information and use of the Board of Directors and management of the Guam Preservation Trust, the Office of the Public Accountability, and others within the entity and is not intended to be and should not be used by anyone other than these specified parties. However, this report is also a matter of public information.

February 10,2010

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jJJ ERNST & YOUNG

Ernst & Young LLP 231 Ypao Road Suite 201 Ernst & Young Building Tamuning, Guam 96913 Tel: + 1 671 6493700 Fax: +1 671 6493920 www.ey.com

The Board of Directors Guam Preservation Trust In planning and performing our audit of the financial statements of the Guam Preservation Trust (the Trust) as of and for the year ended September 30, 2009, in accordance with auditing standards generally accepted in the United States, and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, we considered its internal control over financial reporting (internal control) as a basis for designing our auditing procedures for the purpose of expressing an opinion on the effectiveness of the Trust's internal control. Accordingly, we do not express an opinion on the effectiveness of the Trust's internal control. A control deficiency exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis. A significant deficiency is a control deficiency, or combination of control deficiencies, that adversely affects the entity's ability to initiate, authorize, record, process, or report financial data reliably in accordance with generally accepted accounting principles such that there is more than a remote likelihood that a misstatement of the entity's financial statements that is more than inconsequential will not be prevented or detected by the entity's internal control. A material weakness is a significant deficiency, or combination of significant deficiencies, that results in more than a remote likelihood that a material misstatement of the financial statements will not be prevented or detected by the entity's internal control. Control Deficiency and Other Matters

During our audit, we noted the following control deficiency, as defined above.

Bank Reconciliations Condition: The Trust outsources accounting services from a third-party service provider and receives backups of the data files. During our review of checks paid, we noted a disbursement was incorrectly recorded. This resulted in an adjustment of $5,000 to correct the disbursement. Recommendation: We recommend that the Trust review the quarterly compilations, including restoring the back-up files, to ensure accuracy of data recorded.

I I I I I I I I I I I I

The Management's Discussion and Analysis on pages 3 through 13 is not a required part of the basic financial statements but are supplementary information required by the Governmental Accounting Standards Board. We have applied certain limited procedures, which consisted principally of inquiries of management regarding the methods of measurement and presentation of the required supplementary information. However, we did not audit the information and express no opinion on it. Our audits were conducted for the purpose of forming an OpInIOn on the basic financial statements of the Trust taken as a whole. The supplementary information included in the Schedule of Grant Projects Reserved for Encumbrances is presented for the purpose of additional analysis and is not a required part of the basic financial statements. This information is the responsibility of the Trust's management. Such information has been subjected to the auditing procedures applied in the audits of the basic financial statements and, in our opinion, is fairly stated in all material respects when considered in relation to the basic financial statements taken as a whole.

~TH/./.P February 10,2010

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I I I I I I I I I I I I I I

Guam Preservation Trust Schedule of Findings and Responses September 30,2009

Finding Number 2009-1 Completeness of Revenues Criteria: Generally accepted accounting principles require that all revenues be recorded in the proper accounting period. Condition: Building permits are issued by the Department of Public Works (DPW) and building permit fees are collected by the Treasurer of Guam (TOG) for the Department of Administration (DOA) at the One Stop office. DPW utilizes unnumbered, manually prepared, inter-office memorandums to evidence that building permit fees are paid for prior to issuance of the permit. The memorandum indicates the amounts to be paid and the account number that should be credited for tracking purposes by DOA. The memorandum should be stamped and initialed by the TOG cashier. To record revenues, the Trust, through its accounting service provider, reviews all inter-office memorandums filed and records the building permit fees on a monthly basis. Based on the results of our audit, we noted that the DOA confirmed building permit fees that were approximately $21,000 more than what the Trust had recorded. Cause: We selected one month's transaction and noted the following upon review of the inter-office memorandums: • There were differences between the date of the inter-office memorandum and the TOG stamp date of receipt. • There were inconsistencies in the stamping of inter-office memorandums by TOG; stamps were either electronically or manually stamped and not all cashiers initialed the stamp. We noted no difference between the amount recorded by the Trust and the DPW's records. Thus the problem may be with the recording of payment by TOG. We also noted the Trust did not take into consideration interest earned and fines received, which totaled approximately $9,000 based on DOA's confirmed balance. Effect: The Trust may not be recognizing all the revenues that should be made available for its use. Until additional internal controls are put into place, the completeness of building permit fees reported continues to be a concern. 3

I I I I I I I I I I I I I I I I I I I

Guam Preservation Trust Schedule of Findings and Responses, continued September 30,2009

Finding Number 2009-1 Completeness of Revenues, continued Recommendation: To increase assurance that all receipts are recorded and to reduce the risk of misstatement, error, fraud and illegal acts, we recommend that the Trust perform the following: •

•

•

Request TOG to provide DPW with a copy of the receipt they issue. DPW should then review the TOG receipt to ensure that TOG credited the fees collected into the Trust's account. Once these procedures are satisfied then DPW should attach the TOG receipt to their inter-office memorandum and issue the building permit. Continue to request for a monthly confirmation of revenues from DOA to allow for timely review of variances between DPW's records, payments received by TOG and amounts recorded by DOA. On a test basis, review building permits issued and match them against DPW's interoffice memorandums to ensure all permits have been properly paid for.

Auditee Response: The Guam Preservation Trust recognized the need to reduce the risk of misstatements, error, fraud, and illegal acts, and have contracted an accounting service to conduct a monthly review and compilation of building permits paid and filed by the Guam Department of Public Works. With the monthly review and compilation of building permits and the confirmation from the Department of Administration, the Guam Preservation Trust and the Guam Department of Administration were able to identify discrepancies and corrective measures have been acted on a timely basis. The recommendation to review receipts of paid permit fees at the point of permit issuance will be discussed with the Guam Department of Public Works and the Treasurer of Guam.

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I I I I I I I I I I I I I I I I I I I

Guam Preservation Trust Summary Schedule of Prior Audit Findings September 30, 2009

Findings in the prior year Audit Report dated March 17,2009 are as follows: 2008 - 1 Completeness of revenues

Finding repeated for fiscal year 2009. 2007 - 1 Revenue recognition

Finding repeated for fiscal year 2009. 2007 - 2 Lack of consistency and supporting documentation

Finding repeated for fiscal year 2009 (included with Finding 2009-1).

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jJJ ERNST & YOUNG

Emst & Young llP 231 Ypao Road Suite 201, Emst & Young Building Tamuning , Guam 96913 Tel : +1-671-649-3700 Fax: +1-871-649-3920 W'WW.ey.com

February 10,2010

The Board of Directors Guam Preservation Trust Suite 211, Second Floor 194 Heman Cortes Avenue Hagatna, Guam 96910

Dear Members ofthe Board: We have performed an audit of the financial statements of the Guam Preservation Trust (the Trust), a component unit of the Government of Guam, as of and for the year ended September 30, 2009, in accordance with auditing standards generally accepted in the United States and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, and have issued our report thereon dated February 10,2010. This report to the Finance Committee summarizes our communications to the board of directors required by our professional standards to assist you in fulfilling your obligation to oversee the financial reporting and disclosure process for which the management ofthe Trust is responsible.

REQUIRED COMMUNICATIONS Statement on Auditing Standards No. 114, The Auditor's Communication With Those Charged With Governance, and other professional standards require the auditor to provide the Finance Committee (the Committee) of the board of directors (or those charged with governance) with additional information regarding the scope and results of the audit that may assist the Committee (or those charged with governance) in overseeing management's financial reporting and disclosure processes. We summarize our communications as follows:

Auditor's Responsibilities under Auditing Standards Generally Accepted in the United States (US GAAS) The financial statements are the responsibility of the Trust's management. Our audit was designed in accordance with the auditing standards generally accepted in the United States and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, to obtain reasonable, rather than absolute, assurance that the financial statements are free of material misstatement. We were not engaged to perform an audit of the Trust's internal control over financial reporting.

A member finn of Emst & Young Global Limited

The Board of Directors Guam Preservation Trust

Auditor's Responsibilities US GAAS, continued Our audit included consideration of internal control over financial reporting as a basis for designing audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Trust's internal control over financial reporting. Accordingly, we express no such opinion. An audit also includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements, assessing the accounting principles used and significant estimates made by management, and evaluating the overall financial statement presentation. As part of our audit, we considered the Trust's internal control over financial reporting as a basis for designing audit procedures that were appropriate in the circumstances.

The Adoption of, or a Change in Significant Accounting Policies We determined that the Committee is informed about the initial selection of, and any changes in significant accounting principles or their application when the accounting principle or its application, including alternative methods of applying accounting principles, has a material effect on the financial statements. There were no changes in the Trust's significant accounting policies during the year ended September 30, 2009. The Trust continues to apply its accounting policies in an appropriate manner and is disposed toward high quality financial reporting and application of accounting policies.

Auditor's Judgments About the Quality of the Trust's Accounting Principles We discussed our judgments about the quality, not just the acceptability, of the Trust's accounting principles as applied in its financial reporting, including the consistency of the accounting policies and their application and the clarity and completeness of the financial statements and related disclosures. The Trust has consistently applied accounting principles generally accepted in the United States (US GAAP) and adequately disclosed required US GAAP disclosures in the financial statements.

Sensitive Accounting Estimates The preparation of financial statements in conformity with US GAAP requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities, and disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenses during the reporting period. Actual results could differ from those estimates. Certain estimates are particularly sensitive due to their significance to the financial statements and the possibility that future events may differ significantly from management's expectations.

2

The Board of Directors Guam Preservation Trust

Sensitive Accounting Estimates, continued We determined that the Committee is informed about management's process for formulating particularly sensitive estimates and about the basis to our conclusions regarding the reasonableness ofthose estimates. Management's judgment is called upon in: ~ ~ ~

Preparing budgets used to determine how funds will be used in the Trust's operations Determining the valuation of estimates Determining the adequacy of the recorded valuation of receivables, including the need for any reserve

Significant Audit Adjustments We proposed four adjusting journal entries, which the Trust subsequently agreed to be reflected in the financial statements. Certain reclassifying journal entries have also been made relating to the investment accounts (see Appendix A - Adjusting and ReclassifYing Journal Entries).

Unadjusted Audit Difference Considered by Management to be Immaterial Certain unadjusted audit differences accumulated by us (i.e. adjustments either identified by us or brought to our attention by management) were identified during the audit and pertaining to the latest period presented, which were determined by the Trust's management to be immaterial, both individually and in the aggregate, to the financial statements as a whole (see Appendix B Summary of Unrecorded Audit Differences).

Other Information in Documents Containing the Audited Financial Statements We reviewed the Management's Discussion and Analysis and the Schedule of Grant Projects Reserved for Encumbrances in the financial statements to ensure consistency with the audited fmancial statements.

Consultation with Other Accountants There were no consultations made with other accountants during the audit that we are aware of.

Disagreements with Management on Financial Accounting and Reporting Matters There were no disagreements with the Trust's management on financial accounting and reporting matters.

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The Board of Directors Guam Preservation Trust

Major Issues Discussed with Management Prior to Retention There were no major issues discussed with the Trust's management prior to our retention.

Methods of Accounting for Significant Unusual Transactions and for Controversial or Emerging Issues We are not aware of any significant unusual transactions recorded by the Trust or of any significant accounting policies used by the Trust related to controversial or emerging areas for which there is a lack of authoritative guidance.

Serious Difficulties Encountered in Dealing with Management in Performing the Audit There were no serious difficulties encountered in dealing with management in perfonning the audit.

Fraud and Illegal Acts We are not aware of any matters that require communication. Furthennore, the Trust's management has represented to us that they were not aware of any fraud or illegal acts for the period from October 1, 2008 to February 10, 2010 (see Appendix C - Management's Representation Letter).

Significant Deficiencies and Material Weaknesses in Internal Control We have identified significant deficiencies in internal control during the course of our audit which have been included in our separately issued Management Letter and the Compliance and Internal Control report dated February 10,2010.

Independence We are not aware of any relationships between Ernst & Young and our related entities, and the Trust, or any other matters that in our professional judgment, may reasonably be thought to bear on our independence. We also confinn that we are independent with respect to the Trust within the meaning of the applicable published rules and pronouncements, its interpretations and rulings.

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The Board of Directors Guam Preservation Trust This report is intended solely for the use of the Trust's board of directors and management, the Office of Public Accountability, and is not intended to be and should not be used by anyone other than these specified parties. However, this report is also a matter of public record. We would be happy to discuss the contents of this report and answer any questions you may have about these or any other audit related matters.

Very truly yours,

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The Board of Directors Guam Preservation Trust

Appendix APPENDIX A - Adjusting and Reclassifying Journal Entries APPENDIX B - Summary of Unrecorded Audit Differences APPENDIX C - Management Representation Letter

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The Board of Directors Guam Preservation Trust

APPENDIX A - Adjusting and Reclassifying Journal Entries Guam Preservatlon Trust Y_ End: s.ptembor 30, 200t Adjusting entriH 0 ....: 101112008 To 9/30/2009

lou,,,,"

Nu_

Dalll

AJE 1 9i30'~ AJE 1 .!3()I2009

Account No

Na.... Net Income

jl~}

Reference

Amount

Allowonce tOf doubtful Retau~oo Earr.:Ulg$

aooount

1205

e_

Nellneomo Closs}

AmountChg

RGCUI'1'8fIC001-.0120435 AJE 2 9'30/2009 Archaetog!CallMUMUm

8851.13

C0110 C0110

(5.000.00)

EOll0

21,9M.00 121 ,913300)

172,46700

00()

5,000.00

To properly record grant &,(petlW 6ast 13 ~L>'MuMum

(0£ account

0.0()

rrom Genori!tl Fund

AJE 3 9 1.3012009

[)r(;o:

AJEJ 'ijl3Q,'2OW

Builiding Permit Fee

1201 ,.101

E0110

2..O()Q

N01.l0

6e01

N01JO

1e7.48100

15000001

18Q.45lJ,oo

21963,00

To record thO dt1'Ierenc:e to revenue&. as per DCA's confJm1aooo 0.00

AJE... 91301:2009 A=.u!dex_ AJE 4

~13012009

ACCOUft1lng SeMCM

(~11

00) 911.00

To p'opcr~ accrue FY2000 6xpen!C8.

0.00

'86,539.00

0.00

181,539.00

{911001 16,082.00

7

The Board of Directors Guam Preservation Trust

APPENDIX A - Adjusting and Reclassifying Journal Entries, continued Guam Pntllarvatlon Tru.. Yoar End: September 30, 200t Ree....lfylng journal entrIn Data: 101112008 To 9I3OJ2OOt R_ _

Humber RJE 1 fUEl

Data 91W2OOQ 9J3>k'2009

Hama

Account No

Irwettm&ntl - Amet1trade Castt & calh ~UIV.a:lent .. ' Amentrede

Ta oroporty

1020

Rofo....... Annotation

DobIt

Crodlt 308.8~00

EV07

H0110 H0110

308,850 00

'030 EY08

HO"0 HOllO

207.503 00

EYog

H0110 110110

531,511i.00

7030 7050

H0110 H0110

77.182.00

ct.• ..,.,. 0