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HomeMy WebLinkAboutExhibit 24-Ach fact( /4- MONITORING REPORT The City of Miami's Department of Community Development has performed a fiscal and programmatic monitoring review of MOVERS, Inc. The purpose of the review was to determine whether the procedures and documentation of the Sub recipient ensured compliance with its contract, applicable rules, policies and regulations. SUBRECIPIENT: ADDRESS: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ACTIVITY TITLE: FUNDING PERIOD: FUNDING AMOUNT: PERIOD OF REVIEW: DATE (S) OF VISIT: PERSONS INTERVIEWED: MONITOR: METHODOLOGY: MOVERS, Inc. 7186 NW 14th Place Miami, FL 33147 HOPWAILTRA Program October 1, 2005 through September 30, 2006 $30,000.00 October 1, 2005 —June 2, 2006 June 21, June 30 September 29, 2006 Reverend Arthur Gatlin, CEO Connie West, COO Mellie Prophete, Housing Specialist Renay Neilly, Interim Finance Support Winda Auguste, Finance Clerk John Lyons, Contract Analyst The monitoring was based on the Executed Contract and 24 CFR 574.100, Subpart B Housing Opportunities for Persons With AIDS (HOPWA) Federal Regulations. In addition, personnel files, financial records and procurement procedures were reviewed for compliance with applicable rules and regulations, and good business standards. OVERVIEW MOVERS, Inc. is a non-profit corporation whose goal is to provide HIVIAIDS clients an access to pastoral care, bereavement and general psychosocial counseling twenty-four hours a day. Individual and group counseling is offered as well as case management, outreach activities and access to its outpatient medical facility. MOVERS, Inc., has had first hand experience in operating and maintaining residential units in the Sugar Hill Gardens housing community. MOVERS, Inc. has the capacity to provide services that relates to HOPWA LTRA programs client eligibility determinations, program enrollment, lease negotiating and re -certifications. I. PREVIOUS MONITORING FINDINGS • MOVERS, Inc. was awarded its first HOPWA LTRA agreement with the City of Miami for the 31s` YR beginning October 1, 2005 through September 30, 2006. There was no previous monitoring by the City of Miami. II. PREVIOUS AUDIT FINDINGS • Agency was not funded by the City of Miami for the year (2004). The Sub - recipient's 2004 fiscal year began on January 1, 2004 and ended on December 31, 2004. The Single Audit for FY04, performed by Harvey, Branker & Associates, L.L.C. was completed and satisfied OMB-A133, applicable to organizations that spend more than $500,000.00 in federal funds. This audit did reveal matters that involved the internal control structure and other operational matters that are presented in findings 04-ML-1 through 04-ML-8. In reviewing FY04 findings with the Interim Finance Support, Neillys Accounting, it appeared that all findings had been addressed by MOVERS, Inc. III. CURRENT AUDIT FINDINGS • The Sub -recipient's 2005 fiscal year began on January 1, 2005 and ended on December 31, 2005. Harvey, Branker & Associates will commence by Mid October performing the Single Audit for FY05. The rules of the Auditor General require that the CPA firm, Harvey, Branker & Associates, comment as to whether or not findings reported in the preceding audit report (FY04) have been corrected and recommendations have been followed. At the completion of this audit, the status of prior year findings will be addressed in the Management letter comments. + igi #I: The agency did not complete its single audit within nine months after the end of its fiscal year ending December 31, 2005. • Per OMB Circular A-133 and section 5.1.1 of the HOPWA agreement, "a reporting package shall be submitted within the earlier of 30 days after receipt of the auditor's report(s) or nine (9) months after the end of the audit period." ependent Auditor's (Harvey Branker & Associates P.A. di revc.i in + ings that involve the internal control structure and other operational matters in the Year Ending December 31, 2005 A-133 Single Audit. The findings are as follows: o 05-ML-01: As a result of poor rccordkeeping, the Organization is unable to provide an accurate financial picture of its performance to its lenders or other readers of the financial statements. o 05-ML-02: The Organization disbursed funds that were not properly documented or approved by management. O 05-ML-03: MOVERS does not maintain an accurate recording of the lease agreement. o 05-ML-04: MOVERS was not in compliance with their capitalization policy. The Organization did not record new fixed asset additions. The Organization is not recording depreciation expense as the assets are used up. Fixed assets are being overstated on the interim financial statements. o 05-ML-05: Auditors were unable to review the current year board minutes in order to determine goals for the 2006 year. Auditors could not make a proper determination regarding subsequent events that may need to be disclosed in the footnotes of the audited financial statements for 2005. o PRIOR YEAR'S FINDINGS YEAR ENDING 2004 O 04-ML-02: MOVERS obtained a loan from Pointe Bank for $400,000.00 and the funds were utilized to repay related party loans. o 04-ML-03: No workflow system established, IV. CURRENT MONITORING FINDINGS • 01.40103w,The agency does not submit reimbursement request in a timely manner. To date, every month, beginning October 2005 has been received past the due date. • Per the City of Miami HOPWA Program Policies & Procedures, chapter XIX, section 1. All HOPWA agencies must submit complete reimbursement packages by the 10th of the month to the City of Miami's Finance unit. All agencies must submit their reimbursement packages by either hand delivering them to the 2"d Floor Receptionist Desk at the City of Miami or mailing them to 444 SW 2"d Avenue, 2"d Floor, Miami FL 33130. The packages will be date and time -stamped upon receipt, V. WORK PROGRAM PERFORMANCE • MOVERS, Inc. was funded for the housing needs for twenty five (25) clients participating in the HOPWA long term rental assistance program. The agency is presently serving a total of 15 certified clients and has received to date, $2,300.00 or 8% of the approved $30,000.00 HOPWA grant in reimbursements at the approved rate of $100.00 per month, per client. • AN! j '�. , :: The agency is not complying with the Work Program and City of Miami, HOPWA Program Policies and Procedures. • HOPWA LTRA Agency Performance Report (Scorecard) is a monthly performance evaluation of the agency's performance in servicing the HOPWA client. From October 2005 to June 2006, MOVERS has fallen below the acceptable average of overdue recertifications. Of the 15 clients that MOVERS is currently serving, 6 are overdue for recertification. Under federal regulations governing the HOPWA program, a client must be re- certified for participation in the LTRA program each year within twelve months of the anniversary date of the start of assistance. Agencies will not receive reimbursement for any client whose recertification is overdue. For the months, October 2005 through May 2006, MOVERS has also submitted late (past the 10th day of the month) reimbursement requests. • Please be reminded, as per the City of Miami HOPWA program policies and procedures manual section XIX-4, "failure of an agency to comply at an acceptable level of performance will result in disciplinary action not limited to possible cancellation of contract or reduction in approved client case load." VI. FILE REVIEW • MOVERS has fifteen (15) current client files of which the City of Miami staff elected to review all fifteen (15) files, The files all had eligibility and rental assistance documents required to be on file under Part A of the HOPWA Client File Checklist. 1 of the files (#200313) could not be reviewed as it was in termination proceedings. VII. CONCLUSION • This agency has not met its goal and the objectives of the LTRA program. MOVERS has encountered many challenges with its Housing specialist turnover rate and the consistency of acceptable performance. The agency is encouraged to hire and train backup housing staff to continue a consistent and acceptable level of performance. • MOVERS is required to submit its completed single audit (FY05) within 9 months after the fiscal year ends. • MOVERS is required to submit reimbursement packages by the l0th of every month. • MOVERS is required to submit a date that the six (6) overdue clients will be recertified.