PORTA SYSTEMS CORP.
Audit Committee Charter
Purpose
The Audit Committee is appointed by the Board of
Directors (the “Board”) to: (1) assist the Board in monitoring
(a) the integrity of the financial reporting process, systems of
internal controls and financial statements and reports of the
Porta Systems Corp. (the “Company”), (b) the performance of the
Company’s internal audit function, and (c) the compliance by the
Company with legal and regulatory requirements; and (2) be
directly responsible for the appointment, compensation and
oversight of the Company’s independent auditor employed by the
Company for the purpose of preparing or issuing an audit report
or related work (the “Outside Auditor”).
Committee Membership
The Audit Committee shall consist of no fewer
than three members, as determined annually by the Board;
provided, however, that in the event the Company has less than
three independent directors, as hereinafter defined, the Audit
Committee shall have such number of members as equals the number
of independent directors. The members of the Audit Committee
shall meet the independence and expertise requirements of the
principal stock exchange or market on which the Company’s
securities are traded and Section 10A(m)(3) of the Securities
Exchange Act of 1934 (the “Exchange Act”) and the rules and
regulations of the Securities and Exchange Commission (the
“Commission”); provided, however, that if the Company’s
securities are not traded on an exchange or market which has a
definition of independence, then independence shall be
determined in accordance with the rules of the Nasdaq Stock
Market. Audit Committee members shall not serve simultaneously
on the audit committees of more than two other public companies
without the approval of the full Board.
The members of the Audit Committee shall be
appointed annually by the Board. Audit Committee members may be
replaced by the Board at any time. The Board shall designate the
Chairman or Chairwoman (“Chairperson”) of the Audit Committee.
Committee Authority and Responsibilities
The basic responsibility of the members of the
Audit Committee is to exercise their business judgment to act in
what they reasonably believe to be in the best interests of the
Company and its stockholders. In discharging that obligation,
members should be entitled to rely on the honesty and integrity
of the Company’s senior executives and its outside advisors and
auditors, to the fullest extent permitted by law.
The Audit Committee shall prepare any report
which required by the rules of the Commission to be included in
the Company’s proxy statement for its annual meeting.
The Audit Committee shall be responsible
directly for the appointment (subject, if applicable, to
stockholder ratification), retention, termination, compensation
and terms of engagement, evaluation, and oversight of the work
of the Outside Auditor (including resolution of disagreements
between management and the Outside Auditor regarding financial
reporting). The Outside Auditor shall report directly to the
Audit Committee.
The Audit Committee shall oversee the integrity
of the audit process, financial reporting and internal
accounting controls of the Company, oversee the work of the
Company’s management, internal auditors (the “Internal
Auditors”) and the Outside Auditor in these areas, oversee
management’s development of, and adherence to, a sound system of
internal accounting and financial controls, review whether the
Internal Auditors and the Outside Auditor objectively assess the
Company’s financial reporting, accounting practices and internal
controls, and provide an open avenue of communication among the
Outside Auditor, the Internal Auditors and the Board. It is the
responsibility of:
•
management of the Company and
the Outside Auditor, under the oversight of the Audit
Committee and the Board, to plan and conduct financial
audits and to determine that the Company’s financial
statements and disclosures are complete and accurate in
accordance with generally accepted accounting principles
(“GAAP”) and applicable rules and regulations and fairly
present, in all material respects, the financial
condition of the Company;
•
management of the Company, under the
oversight of the Audit Committee and the Board, to assure
compliance by the Company with applicable legal and regulatory
requirements; and
•
the Internal Auditors, under the
oversight of the Audit Committee and the Board, to review the
Company’s internal transactions and accounting which do not
require involvement in the detailed presentation of the
Company’s financial statements.
The Audit Committee shall pre-approve all audit
services and non-audit services (including the fees and terms
thereof) to be performed for the Company by the Outside Auditor
to the extent required by and in a manner consistent with
applicable law.
The Audit Committee shall meet as often as it
determines necessary or appropriate, but not less frequently
than quarterly. The Chairperson shall preside at each meeting
and, in the absence of the Chairperson, one of the other members
of the Audit Committee shall be designated as the acting chair
of the meeting. The Chairperson (or acting chair) may direct
appropriate members of management and staff to prepare draft
agendas and related background information for each Audit
Committee meeting. To the extent practical, any background
materials, together with the agenda for the meeting, should be
distributed to the Audit Committee members in advance of the
meeting. All meetings of the Audit Committee shall be held
pursuant to the by-laws of the Company with regard to notice and
waiver thereof, and written minutes of each meeting, in the form
approved by the Audit Committee, shall be duly filed in the
Company records. Reports of meetings of the Audit Committee
shall be made to the Board at its next regularly scheduled
meeting following the Audit Committee meeting accompanied by any
recommendations to the Board approved by the Audit Committee.
The Audit Committee may form and delegate
authority to subcommittees consisting of one or more members
when appropriate.
The Audit Committee shall have the authority, to
the extent it deems necessary or appropriate, to retain
independent legal, accounting or other advisers. The Company
shall provide for appropriate funding, as determined by the
Audit Committee, for payment of compensation to the Outside
Auditor for the purpose of rendering or issuing an audit report
and to any advisers employed by the Audit Committee, subject
only to any limitations imposed by applicable rules and
regulations. The Audit Committee may request any officer or
associate of the Company or the Company’s outside counsel or
Outside Auditor to attend a meeting of the Audit Committee or to
meet with any members of, or consultants to, the Audit
Committee. The Audit Committee shall meet with management, the
Internal Auditors and the Outside Auditor in separate executive
sessions at least quarterly to discuss matters for which the
Audit Committee has responsibility.
The Audit Committee shall make regular reports
to the Board. The Audit Committee shall review and reassess the
adequacy of this Charter annually and recommend any proposed
changes to the Board for approval. The Audit Committee shall
annually review its own performance.
In performing its functions, the Audit Committee
shall undertake those tasks and responsibilities that, in its
judgment, would contribute most effectively to and implement the
purposes of the Audit Committee. In addition to the general
tasks and responsibilities noted above, the following are the
specific functions of the Audit Committee:
Financial Statement and Disclosure Matters
1. Review and discuss with management,
and to the extent the Audit Committee deems necessary or
appropriate, the Internal Auditors and the Outside
Auditor, the Company’s disclosure controls and
procedures that are designed to ensure that the reports
the Company files with the Commission comply with the
Commission’s rules and forms.
2. Review and discuss with management, the
Internal Auditors and the Outside Auditor the annual audited
financial statements, including disclosures made in management’s
discussion and analysis, and recommend to the Board whether the
audited financial statements should be included in the Company’s
Form 10-K.
3. Review and discuss with management, the
Internal Auditors and the Outside Auditor the Company’s
quarterly financial statements, including disclosures made in
management’s discussion and analysis, prior to the filing of its
Form 10-Q, including the results of the Outside Auditor’s
reviews of the quarterly financial statements.
4. Review and discuss quarterly reports from the
Outside Auditor on:
(a) All critical accounting policies and
practices to be used;
(b) All alternative treatments within GAAP for
policies and practices related to material items that have been
discussed with management, including ramifications of the use of
such alternative disclosures and treatments, and the treatment
preferred by the Outside Auditor;
(c) The internal controls adhered to by the
Company, management, and the Company’s financial, accounting and
internal auditing personnel, and the impact of each on the
quality and reliability of the Company’s financial reporting;
and
(d) Other material written communications
between the Outside Auditor and management, such as any
management letter or schedule of unadjusted differences.
5. Discuss in advance with management the
Company’s practice with respect to the types of information to
be disclosed and the types of presentations to be made in
earnings press releases, including the use, if any, of “pro
forma” or “adjusted” non-GAAP information, as well as financial
information and earnings guidance provided to analysts and
rating agencies.
6. Review and discuss with management, the
Internal Auditors and the Outside Auditor:
(a) Significant financial reporting
issues and judgments made in connection with the
preparation of the Company’s financial statements;
(b) The clarity of the financial disclosures
made by the Company;
(c) The development, selection and disclosure of
critical accounting estimates and the analyses of alternative
assumptions or estimates, and the effect of such estimates on
the Company’s financial statements;
(d) Potential changes in GAAP and the effect
such changes would have on the Company’s financial statements;
(e) Significant changes in accounting
principles, financial reporting policies and internal controls
implemented by the Company;
(f) Significant litigation, contingencies and
claims against the Company and material accounting issues that
require disclosure in the Company’s financial statements;
(g) Information regarding any “second” opinions
sought by management from an independent auditor with respect to
the accounting treatment of a particular event or transaction;
(h) Management’s compliance with the Company’s
processes, procedures and internal controls;
(i) The adequacy and effectiveness of the
Company’s internal accounting and financial controls and the
recommendations of management, the Internal Auditors and the
Outside Auditor for the improvement of accounting practices and
internal controls; and
(j) Any difficulties encountered by the Outside
Auditor or the Internal Auditors in the course of their audit
work, including any restrictions on the scope of activities or
access to requested information, and any significant
disagreements with management.
7. Discuss with management and the Outside
Auditor the effect of regulatory and accounting initiatives as
well as off balance sheet structures and aggregate contractual
obligations on the Company’s financial statements.
8. Discuss with management the Company’s major
financial risk exposures and the steps management has taken to
monitor and control such exposures, including the Company’s risk
assessment and risk management policies.
9. Discuss with the Outside Auditor the matters
required to be discussed by Statement on Auditing Standards
(“SAS”) No. 61 relating to the conduct of the audit. In
particular, discuss:
(a) The adoption of, or changes to, the
Company’s significant internal auditing and accounting
principles and practices as suggested by the Outside
Auditor, Internal Auditors or management; and
(b) The management letter provided by the
Outside Auditor and the Company’s response to that letter.
10. Receive and review disclosures made to the
Audit Committee by the Company’s Chief Executive Officer and
Chief Financial Officer during their certification process for
the Company’s Form 10-K and Form 10-Q, to the extent required to
be included in the certification process, about (a) any
significant deficiencies in the design or operation of internal
controls or material weakness therein, (b) any fraud involving
management or other associates who have a significant role in
the Company’s internal controls and (c) any significant changes
in internal controls or in other factors that could
significantly affect internal controls subsequent to the date of
their evaluation.
Oversight of the Company’s Relationship with the
Outside Auditor
11. Review the experience and
qualifications of the senior members of the Outside
Auditor team.
12. Obtain and review a report from the Outside
Auditor at least annually regarding (a) the Outside Auditor’s
internal quality-control procedures, (b) any material issues
raised by the most recent internal quality-control review, or
peer review, of the firm, or by any inquiry or investigation by
governmental or professional authorities, within the preceding
five years respecting one or more independent audits carried out
by the firm, (c) any steps taken to deal with any such issues,
and (d) all relationships between the Outside Auditor and the
Company, including the written disclosures and the letter
required by Independence Standards Board Standard 1, as that
standard may be modified or supplemented from time to time.
13. Evaluate the qualifications, performance and
independence of the Outside Auditor, including considering
whether the Outside Auditor’s quality controls are adequate and
the provision of non-audit services is compatible with
maintaining the Outside Auditor’s independence, and taking into
account the opinions of management and the Internal Auditor. The
Audit Committee shall present its conclusions to the Board.
14. Oversee the rotation of the lead (or
coordinating) audit partner having primary responsibility for
the audit and the audit partner responsible for reviewing the
audit to the extent that rotation is required under the rules of
the Commission, and oversee the rotation of other audit
partners, in accordance with the rules of the Commission.
15. Recommend to the Board policies for the
Company’s hiring of present and former associates of the Outside
Auditor who have participated in any capacity in the audit of
the Company, in accordance with the rules of the Commission.
16. To the extent the Audit Committee deems
necessary or appropriate, discuss with the national office of
the Outside Auditor issues on which they were consulted by the
Company’s audit team and matters of audit quality and
consistency.
17. Discuss with management, the Internal
Auditors and the Outside Auditor any accounting adjustments that
were noted or proposed by the Outside Auditor, but were not
adopted or reflected.
18. Meet with management, the Internal Auditors
and the Outside Auditor prior to the audit to discuss and review
the scope, planning and staffing of the audit.
19. Obtain from the Outside Auditor the
information required to be disclosed to the Company by generally
accepted auditing standards in connection with the conduct of an
audit.
20. Require the Outside Auditor to review the
financial information included in the Company’s Form 10-QSB in
accordance with the rules of the Commission prior to the Company
filing such reports with the Commission and to provide to the
Company for inclusion in the Company’s Form 10-QSB any reports
of the Outside Auditor required by such rules.
Oversight of the Company’s Internal Audit
Function
21. Take such steps to reasonably ensure
that the Company has an internal audit function.
22. Review and concur in the appointment,
replacement, reassignment or dismissal of the senior internal
auditing executive, and the compensation package for such
person.
23. Review the significant reports to management
prepared by the internal auditing department and management’s
responses.
24. Communicate with management and the Internal
Auditors to obtain information concerning internal audits,
accounting principles adopted by the Company, internal controls
of the Company, management, and the Company’s financial and
accounting personnel, and review the impact of each on the
quality and reliability of the Company’s financial statements.
25. Evaluate the internal auditing department
and its impact on the accounting practices, internal controls
and financial reporting of the Company.
26. Discuss with the Outside Auditor the
internal audit department’s responsibilities, budget and
staffing and any recommended changes in the planned scope of the
internal audit.
Compliance Oversight Responsibilities
27. Obtain from the Outside Auditor the
reports required to be furnished to the Audit Committee
under Section 10A of the Exchange Act and obtain from
the Outside Auditor any information with respect to
illegal acts in accordance with Section 10A.
28. Obtain reports from management, the
Company’s senior internal auditing executive and the Outside
Auditor concerning whether the Company and its
subsidiary/foreign affiliated entities are in compliance with
applicable legal requirements and the any applicable code of
ethics.
29. Obtain and review reports and disclosures of
insider and affiliated party transactions. Advise the Board with
respect to the Company’s policies and procedures regarding
compliance with applicable laws and regulations and the
applicable code of ethics.
30. Establish procedures for (a) the receipt,
retention and treatment of complaints received by the Company
regarding accounting, internal accounting controls or auditing
matters, and (b) the confidential, anonymous submission by
associates of the Company of concerns regarding questionable
accounting or auditing matters.
31. Discuss with management and the Outside
Auditor any correspondence between the Company and regulators or
governmental agencies and any associate complaints or published
reports that raise material issues regarding the Company’s
financial statements or accounting policies.
32. Discuss with the Company’s counsel legal
matters that may have a material impact on the financial
statements or the Company’s compliance policies.
Additional Responsibilities
33. If required by the rules of the
Commission or the regulations of the principal stock
exchange or market on which the Company’s securities are
traded, prepare annually a report for inclusion in the
Company’s proxy statement relating to its annual
stockholders meeting.
34. Conduct or authorize investigations into any
matters within the Audit Committee’s scope of responsibilities.
35. Review the Company’s Related-Party
Transaction Policy and recommend any changes to the Compensation
Committee and any other committees of the board of directors
that may have responsibilities for related-party transactions,
including, if such committees are appointed, the Nominating and
Governance Committees, and then to the Board for approval.
Review and determine whether to approve or ratify transactions
covered by such policy, as appropriate.