Examiner-in-Charge School, Sacramento, CA
This is the student handbook for the July 15-19, 2019 Examiner-in-Charge School held in Sacramento, CA.
Examiner-in-Charge School Sacramento, California July 15 - 19, 2019
Monday, July 15 8:30 am
Introduction Baker Moseley, Arkansas State Bank Department Shaun Starr, Ohio Division of Financial Institutions
Review Pre-Course Exercise Baker Moseley Shaun Starr
9:15 am
Break
10:15 am 10:30 am
Pre-Exam Scoping Presentation Baker Moseley
Lunch
12:00 pm 1:00 pm 2:00 pm 3:30 pm 3:45 pm 4:30 pm
Distribute Case Study Materials Packet 1 Exam Management and Role as EIC Shaun Starr
Break
Case Study Prep Time/Meet with Senior Examiner
Adjourn
Tuesday, July 16 8:30 am
Review Prior Day / Distribute Case Study Materials Packet 2
Break
10:00 am 10:15 am
Analyzing the M Component Shaun Starr Rating the M Component Exercise Shaun Starr
11:00 am
Lunch
12:00 pm 1:00 pm 2:00 pm 3:30 pm
Team Prep Time
Mock Meeting with Bank Management
Rating the Composite Shaun Starr
Adjourn
4:30 pm
Wednesday, July 17 8:30 am
Review Prior Day
Conveying Examination Findings Baker Moseley
8:45 am
Exit Meeting and Writing Assignment Discussion Meeting with Senior Examiner/Individual Prep Time
10:30 am 10:45 am 12:00 pm 1:00 pm 4:30 pm
Lunch
Meeting with Senior Examiner/Individual Prep Time
Adjourn
Thursday, July 18 8:30 am
Exit Meetings – Schedule will be provided separately.
Lunch
12:00 pm 1:00 pm
Exit Meetings – Schedule will be provided separately.
Friday, July 19 8:00 am
Board Meeting, Joint Examinations and Enforcement Actions Baker Moseley
Break
9:15 am 9:30 am
Review Week Baker Moseley Shaun Starr
Adjourn
10:30 am
Examiner‐in‐Charge School Sacramento, California July 15 ‐ 19, 2019
Attendees California Department of Business Oversight Kurt Ang
kurt.ang@dbo.ca.gov
213‐220‐6310 213‐576‐7510 213‐415‐4501 213‐215‐3136 619‐964‐7567 213‐219‐7984 213‐576‐7617
Aileen Barlan‐Gaspar Michael De La Riva
aileen.barlan‐gaspar@dbo.ca.gov michael.delariva@dbo.ca.gov
Wanda Littles Omid Sadeghi
wanda.littles@dbo.ca.gov omid.sadeghi@dbo.ca.gov
Ann Vo
ann.vo@dbo.ca.gov
Shu‐Fen Weng
shu‐fen.weng@dbo.ca.gov
Delaware Office of the State Bank Commissioner Johnathan Charles
johnathan.charles@delaware.gov
302‐739‐4235 302‐739‐4235
Sulman Gill
sulman.gill@delaware.gov
Georgia Department of Banking and Finance Caitlyn Jackson
cjackson@dbf.state.ga.us
770‐986‐1633
Iowa Division of Banking Alexander German
alexander.german@idob.state.ia.us
515‐281‐4014 515‐281‐4014 515‐281‐4014 515‐281‐4014 515‐281‐4014 515‐281‐4014
Sage Ghent Austin Halls
sage.ghent@idob.state.ia.us austin.halls@idob.state.ia.us
Madison Lechtenberg
madison.lechtenberg@idob.state.ia.us deborah.pogemiller@idob.state.ia.us courtney.thompson@idob.state.ia.us
Deb Pogemiller
Courtney Thompson
Oklahoma State Banking Department Clint Duncan
clint.duncan@banking.ok.gov
405‐521‐2782
Texas Department of Banking Janet Dudley
janet.dudley@dob.texas.gov danny.salinas@dob.texas.gov
512‐475‐1300 512‐475‐1300
Danny Salinas
Instructors Arkansas State Bank Department Baker Moseley Ohio Department of Commerce Shaun Starr CSBS Education Foundation Staff Kim Chancy
bmoseley@banking.state.ar.us
501‐324‐9019
shaun.starr@com.state.oh.us
330‐620‐4697
kchancy@csbs.org
202‐802‐9554
EXAMINATION SCOPES
Last Report(s) of Examination
Contact with Bankers
Correspondence
Trade Association Materials
Supervisors, Fellow Examiners, Other Regulators
UBPR
Tools Used In Examination Scope Development
Items Worthy of Special Consideration
Leading and Lagging Indicators
Prior examination recommendations
Internal control issues
Changes in senior management and the Board of Directors
Board of Directors issues/actions
Violations of Laws and Regulations
Entrance into new product lines
Experience level and number of assisting examiners
Length of time allocated for the exam
Administrative Issues to Consider
Last time an experienced examiner reviewed a particular function
Last examination(s) – full scope vs. limited scope
Other Considerations • Time and personnel constraints
• Institution’s size,
complexity, financial condition and overall risk profile
Regardless, a good scope will answer these very basic questions.
Basic Elements of a Good Scope
Sometimes Why?
Who?
How?
What?
When?
Where?
WHO? • Identify who is responsible • Assign assisting examiners for each area of review • Denote whether it is an independent or joint examination • Management discussions
WHAT?
Explain the expected extent of review
Limited scopes usually identify specific tasks to be performed or perhaps concentrate on only one aspect of a department or function. Detail what assisting examiners are responsible for producing • Workpapers • Final report comments
Onsite
Offsite
Main Office Operations Center Loan Center ETC.
WHERE?
WHEN? • Schedule expected deadlines for comments
• Schedule update sessions
• Plan for updates with regulators and bank management
HOW?
• Complete work programs
• Indicate report format
• Specify expected sampling techniques
Reason for close scrutiny of a particular area
WHY?
Reason for the desired application of certain review techniques
Problem situations/banks
Reason for omitting an area
Joint Examination Scopes • Coordination is vital
• Schedule initial meeting
• Assign responsibility for first day letter, if applicable.
• Develop a joint scope that meets both agency’s needs.
Joint Examination Scopes- continued • Determine processing agency
• Assignment of oversight responsibilities still based on skill sets.
• Invite federal counterpart to join in on any pre-examination discussions with management.
• Division/sharing of EIC responsibilities.
Benefits of Sufficient Planning Exams are more likely to focus on material risks
Assisting examiners are better informed
Exam Management and Your Role as EIC
Pre- Planning
Examination Follow-up
Off-Site Week
EIC
Board Meeting
Onsite
Writing the Report of Examination
Exit Meeting
Pre-Planning
Familiarize Yourself with the Bank
Initial Contact with Management • Introduction • Sooner rather than later
Identify Key Risk Areas. • Draw conclusions on risks,
• Internal and external documents • Conversations with examiners and bank management
examination strategy, and assignments
Pre-Planning Continued
Requesting Examination Information • Draw conclusions on risks, examination
Determine Staffing • Subject matter experts • Sufficient to complete a timely examination
Creation of Scope Memo • Varies by department • At a minimum, should cover • Institutional overview • Risk assessment • Discussions with Management • Prior examination findings • Financial analysis • Assignments/logistics
strategy, and assignments
Off-Site Week
• Communicate with your exam team.
Communicate
• Organize your materials.
Organize
• Check your request list and follow-up • Complete as much exam work as possible.
Check
Complete
Onsite Encourage Communication • Open communication with management • Regular discussions with exam team to keep them on track • Keep your supervisor informed • Meetings, meetings, meetings Time Management • Maintain lists to keep on track • Allows you to organize thoughts for management discussions • Ensures potential issues are brought to resolution
• Serves as source for structuring exit meeting • Acts as reminder for items that need completed
Onsite - Continued Conduct Meetings • First day • Fact-finding • Director’s conferences Complete Your Assignments. • Management component • Other areas • Develop overall conclusions
• Update • Wrap up • Exit
Exit Meeting
Develop formal agenda.
Ensure your supervisor is in agreement with all conclusions.
Exit Meeting
Be prepared.
NO SURPRISES.
Exam Management & Your Role as EIC
Review/edit comments from other examiners. 1
Complete additional report pages. 2
Ensure ratings and conclusions are supported and accurate. 3
Be mindful of writing tips from your department. 4
Board Meeting
Formal written agenda.
Outline of significant items. Communicate and know your audience.
Preparation.
Examination Follow-Up
• Level of involvement may vary. • Review examination responses. • Provide feedback to examiners.
QUESTIONS?
Analyzing the M Component Evaluating Management
M
C A
E L S
Analyzing the “M” Component
Most important part of your analysis
Management consists of Board and Executive Management
The Glue that ties it all together
In-Class Exercises
Management / Board
The management assessment includes an analysis of the board of directors.
The board of directors is the source of all authority and responsibility.
Responsible for: • Formation of sound polices and objectives of the bank • Effective supervision of its affairs, and • Promotion of its welfare.
Management / Board
Various laws govern the election of board members and also govern transactions between board members and the institution
Directors should have ideas of their own and express them
Directors should have sufficient time to fulfill their responsibilities
Directors should be free of financial difficulties and possess personal integrity
Management / Board
A primary duty of a board is to select and appoint executive officers who are qualified to administer the bank’s affairs effectively and soundly.
Directors should avoid self-serving practices and conflicts of interest and place performance of their duties over personal concerns.
The board should ensure adequate MIS is in place to provide the board with accurate and sufficient reports to know bank’s condition.
Management / Board
Ensure appropriate internal control system and adequate auditing program is in place Supervision by directors does not mean the board is performing management tasks
Directors can be held personably liable for: • Breach of trust
• Negligence which causes loss • Misappropriation of bank assets • Dereliction of Duty • Failure to maintain reasonable supervision over the activities and affairs of the bank, its officers and employees
Senior Management
Risk – the potential for loss or gain resulting from a specific action
Risk is okay.
Must learn and evaluate management’s view of risk.
Does management understand the risk they
Management must identify, measure, monitor and control risk.
Do they have the balance sheet to take on this level of risk?
are taking and what could go wrong?
Component Rating Definitions
The capability of the board of directors and management, in their respective roles, to identify, measure, monitor, and control the risks of an institution’s activities and to ensure a financial institution’s safe, sound, and efficient operation in compliance with applicable laws and regulations is reflected in this rating.
Component Rating Definitions (cont.)
• Active oversight by the board of directors and management; • Competent personnel; • Adequate policies, processes, and controls taking into consideration the size and sophistication of the institution; • Maintenance of an appropriate audit program and internal control environment; and • Effective risk monitoring and management information systems.
Sound management practices are demonstrated by :
Component Rating Definitions (cont.)
Level and quality of oversight and support of all activities.
Ability to plan for, and respond to, risks that may arise from changing business conditions or the initiation of new activities or products. The adequacy of, and conformance with, internal policies and controls addressing operations and significant risks. The accuracy, timeliness, and effectiveness of management information and risk monitoring systems appropriate for the institution’s size, complexity, and risk profile
The Management rating is based on an assessment of the following factors:
Component Rating Definitions (cont.)
Assessment factors continued:
The adequacy of audits and internal controls.
Compliance with laws and regulations.
Responsiveness to recommendations from auditors and supervisory authorities. Management depth and succession. Extent that the board and management is affected by, or susceptible to, dominant influence or concentration of authority. Reasonableness of compensation policies and avoidance of self-dealing. Demonstrated willingness to serve the legitimate banking needs of the community. The overall performance of the institution and its risk profile.
Component Rating Definitions (cont.)
“1” Rating -
A rating of 1 indicates performance by management and the board of directors and strong risk management practices relative to the institution’s size, complexity, and risk profile. All significant risks are consistently and effectively identified, measured, monitored, and controlled. Management and the board have demonstrated the ability to promptly and successfully address existing and potential problems and risks.
Component Rating Definitions (cont.)
“2” Rating -
management
A rating of 2 indicates
and board performance and risk management practices relative to the institution’s size, complexity, and risk profile. Minor weaknesses may exist, but are not material to the safety and soundness of the institution and are being addressed. In general, significant risks and problems are effectively identified, measured, monitored, and controlled.
Component Rating Definitions (cont.)
“3” Rating -
A rating of 3 indicates management and board performance that or risk management practices that are less than satisfactory given the nature of the institution’s activities. The capabilities of management or the board of directors may be insufficien t for the type, size, or condition of the institution. Problems and significant risks may be inadequately identified, measured, monitored, or controlled.
Component Rating Definitions (cont.)
• Common characteristics of “3” rated M Components: – Poor financial performance – Heightened risk profile – Weak risk management practices – Elevated AQ concerns (rising, high levels of adversely classified) – Gaps in management – Repeat examination findings – Multiple violations / contraventions – Questions as to the sufficiency of staffing
– Dominant member of management – Lack of reliability in financial reporting
– Non compliance with an outstanding supervisory action – Absence of meeting minute documentation on discussions of significant risks
Component Rating Definitions (cont.)
“4” Rating -
A rating of 4 indicates management and board performance or risk management practices that are inadequate considering the nature of an institution’s activities. The level of problems and risk exposure is excessive . Problems and significant risks are inadequately identified, measured, monitored, or controlled and require immediate action by the board and management to preserve the soundness of the institution . Replacing or strengthening management or the board may be necessary.
Component Rating Definitions (cont.)
“5” Rating -
A rating of 5 indicates management and board performance or risk management practices. Management and the board of directors have not demonstrated the ability to correct problems and implement appropriate risk management practices. Problems and significant risks are inadequately identified, measured, monitored, or controlled and now threaten the continued viability of the institution. Replacing or strengthening management or the board of directors is necessary .
In-Class Exercise
Analyze the presented information and assess the M Component area.
See handouts • Institution A • Institution B • Institution C • Institution D • Institution E
Rating the Composite
Composite Rating Definition
• Managerial • Operational • Financial • Compliance
Careful evaluation of performance Key components to assess an institution’s financial condition and operations
• Capital adequacy • Asset quality • Management capability • Earnings quantity and quality • Adequacy of liquidity • Sensitivity to market risk
Composite Rating Definition
Composite Rating 1 • Financial institutions in this group are sound in every respect and generally have components rated 1 or 2 . Any weaknesses are minor and can be handled in a routine manner by the board of directors and management. These financial institutions are the most capable of withstanding the vagaries of business conditions and are resistant to outside influences such as economic instability in their trade area. These financial institutions are in substantial compliance with laws and regulations. As a result, these financial institutions exhibit the strongest performance and risk management practices relative to the institution’s size, complexity, and risk profile, and give no cause for supervisory concern .
Composite Rating Definition
Composite Rating 2 • Financial institutions in this group are fundamentally sound . For a financial institution to receive this rating, generally no component rating should be more severe than 3 . Only moderate weaknesses are present and are well within the board of directors’ and management’s capabilities and willingness to correct. These financial institutions are stable and are capable of withstanding business fluctuations. These financial institutions are in substantial compliance with laws and regulations. Overall risk management practices are satisfactory relative to the institution’s size, complexity, and risk profile. There are no material supervisory concerns and, as a result, the supervisory response is informal and limited.
Composite Rating Definition
Composite Rating 3 • Financial institutions in this group exhibit some degree of supervisory concern in one or more of the component areas. These financial institutions exhibit a combination of weaknesses that may range from moderate to severe ; however, the magnitude of the deficiencies generally will not cause a component to be rated more severely than 4 . Management may lack the ability or willingness to effectively address weaknesses within appropriate time frames. Financial institutions in this group generally are less capable of withstanding business fluctuations and are more vulnerable to outside influences than those institutions rated a composite 1 or 2. Additionally, these financial institutions may be in significant noncompliance with laws and regulations. Risk management practices may be less than satisfactory relative to the institution’s size, complexity, and risk profile. These financial institutions require more than normal supervision, which may include formal or informal enforcement actions . Failure appears unlikely , however, given the overall strength and financial capacity of these institutions.
Composite Rating Definition
Composite Rating 4 • Financial institutions in this group generally exhibit unsafe and unsound practices or conditions . There are serious financial or managerial deficiencies that result in unsatisfactory performance. The problems range from severe to critically deficient . The weaknesses and problems are not being satisfactorily addressed or resolved by the board of directors and management. Financial institutions in this group generally are not capable of withstanding business fluctuations. There may be significant noncompliance with laws and regulations. Risk management practices are generally unacceptable relative to the institution’s size, complexity, and risk profile. Close supervisory attention is required, which means, in most cases, formal enforcement action is necessary to address the problems. Institutions in this group pose a risk to the deposit insurance fund . Failure is a distinct possibility if the problems and weaknesses are not satisfactorily addressed and resolved.
Composite Rating Definition Composite Rating 5
• Financial institutions in this group exhibit extremely unsafe and unsound practices or conditions; exhibit a critically deficient performance ; often contain inadequate risk management practices relative to the institution’s size, complexity, and risk profile; and are of the greatest supervisory concern . The volume and severity of problems are beyond management’s ability or willingness to control or correct . Immediate outside financial or other assistance is needed in order for the financial institution to be viable. Ongoing supervisory attention is necessary. Institutions in this group pose a significant risk to the deposit insurance fund and failure is highly probable .
Changing Composite Ratings • Internal and external parties Communication
• Be thorough • Expect questions
Analysis
• Based on the analysis • Needed for ALL conclusions
Support
• Cannot over-communicate Communication
Questions
What are some tips/tricks for keeping everything organized during the exam process?
What are some best practices for bringing findings together at the end of the exam for both the exit meeting and report?
QUESTIONS?
Conveying Examination Findings
EXIT MEETING
Communication
• Critical to examination process
• Strength in both written and verbal communication is necessary
• Ability to vary communication styles is important
Purpose of the Exit Meeting
• Provide closure to exam
• Obtain verification of examination facts
• Alert management to items included in the Report of Examination
• Alert management to other items
Exit Meeting Tone and Format • Consistent with management discussions
• Consistent with the materiality of exam findings
• Consistent with the tone used in the Report of Examination
Meeting Agendas
Necessity of formal agendas • Office requirement • Numerous issues • Material recommendations Agenda Formats • Vary by state and federal agency • Concise and void of clutter • Spelling and Grammar
Additional Handouts
• Vary by state
• Know the practices of any participating federal agency
• Regulations, FILs, State Laws
• Ratio Tables
Meeting Disclosures
• No surprises – IMPORTANT!!! • CAMELS • Violations • Recommendations • Risk factors
Items Worthy of Discussion Only • EIC needs to be able to distinguish between discussion only topics and reportable issues • Recent instance of a poor banking practice • Prior poor practices • Corrections during the exam • Inadvertent Violation
Tips for a Successful Exit Meeting
• Encourage a dialogue • Familiarize yourself with ROE • Absolute agreement? • Keep management informed • EIC should update bank management on all items in process of review • Bring another examiner
Tips for a Successful Exit Meeting
• Leave no surprises
• Advise of any potential regulatory actions
• Advise management to respond
Subsequent Events • Advise bank management of any changes to individual CAMELS component ratings and/or composite rating
• Document the exit meeting discussion
WRITING THE ECC PAGE
You need to catch the readers attention!!
Most Critical Section of the Report of Examination
• First report section reviewed
• Sometimes the only section reviewed
Purpose of the ECC Page Comments
• Highlights critical findings
• Ranks the importance of examination findings
Purpose of the ECC Page Comments - continued
• Pull together the component ratings to form a composite rating.
Tone of ECC Page Comments
• Commensurate with the level of materiality of weaknesses reported.
• Consistent with the tone used in management discussions.
Influence Further Reading
• Highlight critical examination findings. • Avoid inclusion of immaterial findings. • Be as concise as possible. • Choose words carefully. • Use appropriate grammar and spelling.
ECC Page Format
• May vary between agencies and states
• Discuss the composite rating
• Identify the overall risk profile of the organization
• Present individual CAMELS components in order of importance
Main Topics
• Composite rating • Overall risk profile
• Highlight commitments made by management • Specify whether a management response is required
ECC Page Comments Assignment
Board Meetings, Joint Examinations and Enforcement Actions
Board Meetings
• Know your audience / Be Prepared – Many aren’t bankers and probably won’t understand our daily language • High points / Significant Issues – Don’t get bogged down in too much detail unless it is the main issue – Practice – Vet out your thoughts with co-workers – You are your office. Don’t pass the buck. • You most likely will not be alone – Your supervisors might have things to say. Have a plan worked out before hand
Board Meetings - Continued
• Other thoughts or experiences?
Joint Examinations
• More frequent now:
– Banks over a Billion in assets
– Problem banks or bank’s with identified issues
– Just to coordinate resources
Your role as EIC
• Early communication in planning • Which agency is the lead for processing?
• It is and should be a joint process • Coordinate staffing and resources • Should make it as seamless as possible for the institution • Remember both agencies will have bosses that have questions or want to be informed
Your Role - Continued
• Contact and meetings with bank management shouldn’t be conducted alone • Avoid disclosing conclusions until management until things have been vetted
Enforcement Actions
• What is an enforcement action?
• Why do bank regulators use them?
Types of Enforcement Actions
• Informal vs. Formal • Typically joint actions • Contents:
– Identifies parties to the document – References a specific examination – Requires signatures of the directors – Sets time frames for initiating change – Usually requires updated to the regulators
Informal Actions
• Regulatory Letter
• Board Resolution
• Memorandum of Understanding (MOU)
• Section 39 of the FDIC Act (FDIC)
Formal Actions
• Written Agreement
– Issued to state member banks – Signed by Regulators and Board
• Consent Order ( C & D) – Issued to state member and non-member banks – Signed by Regulators and Board – Requires bank to immediately stop inappropriate action or implement affirmative action
Formal Action – continued
• Capital component will likely need to address Prompt Corrective Action (PCA) – If bank doesn’t consent there would be a hearing with a Administrative Law Judge – Capital Directives – Removal of Officers and/or Directors – Civil Money Penalties (CMPs) – Termination of Insurance – There are many specific limitations that occur when a PCA capital category drops
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