TOWN STAFF REPORT RECOMMENDATIONS
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Discuss, consider and act regarding Resolution 25-27 to award the bid for audit services and authorize the Director of Finance to execute the engagement letters under the terms (Cayce Lay Lamas, Director of Finance)
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STAFF: Cayce Lay Lamas (Director of Finance)
BACKGROUND:
The Town and Academy are required, by Texas Local Government Code and Texas Education Agency, to engage an independent accounting firm to perform an audit of the Town and Academy’s annual financials. The most recent audit engagement awarded in June of 2022 was for three years and two optional one-year terms. Due to staff turnover, issues with financial system conversions, and changes to management companies at the Texas Student Housing Authority, in addition to the unique configuration of Westlake and its component units, audits have been delayed during the three-year initial term. To ensure adequate resources are provided to meet statutory deadlines, Westlake opted not to continue the optional engagement terms.
Westlake advertised a request for proposal, with input from stakeholders, to solicit a new audit firm. After the requisite advertising period, staff evaluated the proposal received and recommends selecting Macias Gini & O’Connell (MGO).
DISCUSSION:
Westlake published an advertisement seeking proposals for audit firms in the Star Telegram on June 18, 2025, and June 25, 2025, as required by State law, and on our website. Additionally, the requested was submitted directly to fourteen firms. One auditing firm submitted a proposal, MGO. Upon review of their proposal, a phone interview, reference checks, and request for additional information, it was determined that MGO had the necessary qualifications and preferred experience with municipalities, public schools, housing authorities, non-profits, and component unit/group auditing. Acceptance of the proposal from MGO will allow Westlake, and all its entities, to meet all applicable statutory deadlines. Additionally, the engagement includes preparation of each entity’s annual comprehensive financial report (ACFR), ongoing support to avoid potential issues, and weekly status updates.
The request was crafted to optionally include both the Texas Student Housing Authority and Westlake Academy Foundation (WAF), which are component units presented within the Town and Academy financials, respectively. MGO has experience communicating with component unit auditors and provided the option to those organizations to engage MGO or another firm. The WAF has indicated their intention to engage BrooksWatson for their FY2025 audit.
FISCAL IMPACT:
The fiscal impact for the Town and Academy, respectively, is $57,720 and $29,810 to be incurred during fiscal year 2026.
STAFF RECOMMENDATION:
Staff recommends acceptance of MGO’s proposal for audit services, as presented.
ATTACHMENT(S):
Resolution 25-27 Awarding Bid for Audit Services
Proposal Submitted by MGO
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny